Purchasing Specialist at UNITED FEDERAL CREDIT UNION in Niles, Michigan

Job Description:

General Summary (What is done and why)

The Purchasing Specialist works in cooperation with the VP of Finance & Accounting within corporate headquarters and is responsible for procurement of all supplies and services for the company. Includes processing and execution of purchase orders, conducting bidding processes and maintaining min/max levels of stock inventory.  A comprehensive understanding of the corporate guidelines for approvals and authorizations within the organization is necessary.  Investigates new developments relative to supplies and/or equipment contracts. Makes recommendations and implements strategies designed to reduce costs and improve quality.

Essential Functions, in Priority Order (Majority of duties, but not meant to be all inclusive or prevent other duties from being assigned as necessary)

1. Complete purchase requests by verifying inventory and specification of purchase requests; preparing stock and equipment requisitions; inputting purchase requests and bid and service requests; expediting deliveries.  Follow-up on order status including monitoring and tracking of deliveries.  Time: 20%


2. Establish supply strategies and plans consistent with overall department and corporate strategic direction which includes but not limited to; pursuing new developments in supply management, controlling purchase department budgets, maintaining and establishing corporate purchasing processes and procedures. Time: 15%


3. Build and establish positive relationship with vendors to ensure consistent quality of supplies and services is sustained. Negotiate contracts and agreements with suppliers to maintain cost objectives and product quality and ensure service levels are in conformance to company policy. Time: 20%


4. Inventory management including but not limited to adding received supplies to inventory, maintaining accurate record keeping of current stock levels and historical reference.  Verifies warehouse inventory weekly or more frequently if needed.  Time: 10%


5. Acts as a corporate contact for purchasing; monitoring and reviewing supply requests from regional offices in accordance with established purchase guidelines, policies and procedures.  Time: 10%
   


6. Perform data look-up and information extracts for invoice investigation, coding invoices, and reconciliation purposes.  Time: 5%


7. Solicit vendor bids as necessary.  Provide direction, research, guidance and recommendations for purchasing decisions by management.  Time: 5%
   


8. Maintaining historical reference of supplies, equipment and services by keeping record of items and services purchased, prices, delivery, shipping costs and product or service acceptability.  Time: 5%
   


9. Support VP of Finance & Accounting with file management; GL management/Capital Requests; Lease agreement management, and Budget tracking.  Time 10%
   

Education (Minimum education required to perform the duties of this position)

• Associates Degree in Business Administration or related field or one year of related work experience required.

Experience (Minimum experience required to perform the duties of this position)

In addition to the education requirement:

• Minimum of two years’ experience required in purchasing; three years’ experience preferred. 

Knowledge, Skills and Abilities (Minimum technical and communication skill levels and licenses/certificates normally required to perform the duties of this position)

• Knowledge of purchasing processes, shipping methods, quote and bid processes.


• Ability to manage multiple tasks and establish effective work priorities.


• Strong verbal and writing skills, high attention to detail and follow-up and excellent organizational skills.


• Excellent interpersonal and communication skills.


• Experience with inventory management.


• Ability to perform in a fast-paced, goal oriented, time-sensitive environment.


• Knowledge of general equipment and supplies as they relate to Credit Union business.


• Computer proficiency in Microsoft Outlook, Word and Excel.

Required Competencies

• Problem Solving


• Dealing with Ambiguity


• Time Management


• Demonstrates Courage


• Drive for Results


• Interpersonal Savvy


• Customer Focus


• Integrity and Trust


• Self-Development


• Business Acumen

Mental Requirements

• Ability to effectively negotiate and resolve conflicts with vendors.


• Ability to listen and resolve problems.


• Ability to work under pressure.


• Highly motivated and proactive self-starter.


• Ability to manage multiple projects effectively.


• Ability to remain focused on the big picture, while attending to detail, accuracy and quality of work.

Tools and Equipment Used

• All available general office equipment as needed.


• All available computer software and hardware as needed.

Working Relationships/Contacts (Positions with which incumbent has frequent contact)

• Daily, personal/written/phone contact with Credit Union staff (including branches).


• Daily, personal/written/phone contact with Purchasing Manager.


• Frequent personal/written/phone contact with consultants and vendors.


• Frequent personal/written/phone contact with industry colleagues.

Physical Demands (Physical effort generally associated with this position)

Work involves standing and walking for brief periods of time, but most work is done from a seated position. There is potential for eyestrain from prolonged work at the computer and reading detailed reports. Deadlines, workloads and pressure to achieve goals may cause increased stress levels.

Working Conditions (Typical working conditions associated with this type of work and environmental hazards, if any, that may be encountered in performing the duties of this position)

Internal - Work is normally performed in climate-controlled office environment, where exposure to conditions of extreme heat/cold, poor ventilation, fumes and gases is very limited. Noise level is moderate and includes sounds of normal office equipment (computers, telephones, etc).  No known environmental hazards are encountered in normal performance of duties. Length of day is unpredictable; long hours may be required to accommodate deadlines or special meetings.

External - Some travel to remote credit union locations may be required; this may include some overnight travel.  Environmental conditions are regular office and branch locations of the credit union.