Purchasing Assistant

Job Description

Job Description

NRHA’s Vision and Mission

At the Norfolk Redevelopment and Housing Authority (NRHA), we’re proud to be the largest housing and redevelopment authority in Virginia and a leader in real estate development and property management across the country. Since 1940, we’ve been working to revitalize and improve neighborhoods in Norfolk.

NRHA is an award-winning public housing authority that has been effective in obtaining private investment partners to fund new neighborhoods; improving low-income public housing; planning and building mixed-income communities; and offering programs that support residents receiving rental assistance on their path to self-sufficiency. NRHA aims to create and apply meaningful housing and neighborhood development programs to serve all residents of Norfolk, Virginia.

Position Summary

Performs routine inventory management duties and general office administration work. Performs data entry to update and maintain asset inventory database. Conducts routine surveys of nonexpendable and expendable assets. Administers purchase card program and monitors purchase card use. Tracks and monitors Section 3 Contractors and their employee participants, including Section 3 hourly tracking and reporting. Assists in pre-bid conferences, bid openings, and staff training. May assist in identifying bid awards. Performs general office administration duties on behalf of purchasing staff, including but not limited to filing, drafting correspondences, responding to telephone inquiries, assisting in contract administration and closeouts data entry and submitting request for department office supplies.

Essential Functions

Maintains and administers NRHA’s nonexpendable equipment and Inventory-Purposes-Only (IPO) expendable equipment furnishings asset inventory system; conducts annual and on-demand inventory of all non-expendable and IPO expendable equipment and furnishings; identifies asset activity, such as turnover of custodian, transfer, or retirement of asset; resolves discrepancies between database and physical inventory of assets; enters asset number into computerize inventory tracking system; compiles reports and listing of non-expendable and IPO expendable equipment and furnishings; reports asset dispositions; performs annual audits and maintains and updates the non-expendable and IPO expendable equipment and furnishings database as changes occur; resolves discrepancies between non-expendable and IPO expendable equipment and furnishing inventory and the General ledger; answers staff questions and inquiries concerning non-expendable and IPO expendable equipment and furnishings.

Conducts routine surveys of inventory to identify and remove from non-expendable and IPO expendable equipment and furnishings inventory items that are lost, stolen, sold, donated, obsolete, or broken; arranges disposition of obsolete or otherwise unusable assets, advertising items in local paper and arranging auctions and salvage bids; and coordinates the removal of furnishings and equipment being replaced by new items.

Assists in contract administration functions: under supervision, receives purchase requisition; reviews and /or may develop routine/moderate specifications, special instructions/conditions, and requirements; places advertisements of solicitation and award; ; may participate in pre-bid, pre-proposal, and bid opening conferences; maintains contract activity logs; prepares “Option to Renew” contract letters; completes contractor/vendor performance evaluations; and assists in conducting closeout of completed contract files.

Administers purchase card program: reviews all agency purchase card statements for non-expendable and IPO expendable equipment and furnishing purchases for the distribution of asset tags; coordinates small purchase and travel card training; oversees purchase card issuance; acts to assure the security of purchase card system; and maintains program files.

Serves as account liaison and NRHA End User contact for maintenance for Equifax/Work Number, office supply vendor, Virginia Employment Commission, and credit card agency, and other routine vendor contracts.

Performs routine office support duties including, but not limited to, preparing electronic folders for purchasing files, answering the telephone, filing documents; contacting vendors for office equipment repairs; operating standard office software applications; opening and processing mail; preparing reports and correspondence; and ordering and receiving office supplies.

Performs other related duties as required.

Performance Standards

• Maintain contract files with 100% of required documentation.

• Enter contract activity information into tracking logs within three (3) business days of receipt.
• Assist with bid openings, pre-bid conferences, and procurement activities as scheduled with no missed assignments.
• Maintain complete and accurate purchase card files with no missing documentation identified during audits.

• Demonstrate professionalism and courtesy in all interactions.

• Keep supervisor informed of significant issues, discrepancies, or delays within one (1) business day of identification.

Minimum Qualifications

Associate's degree education in Business Administration, Public Administration, or a related field.

Three to five years inventory management experience, to include at least one year of purchasing and procurement administration experience.

Any equivalent combination of training, education, and experience necessary to obtain required knowledge, skills, and abilities.

Special Requirements

• Must possess a valid driver’s license.
• Subject to a background check and reference verification prior to hire.
• Must maintain confidentiality and adhere to NRHA’s code of conduct and ethics policies.

NRHA will consider equivalent substitutes for education and/or experience, provided that the candidate can demonstrate that he/she has obtained the knowledge and skill necessary to perform the duties of the job.

NRHA offers a competitive compensation and benefits package . The compensation offer will be determined by the candidate's work history and skill set. Benefits include VRS retirement, medical, dental, and vision insurance; life insurance; long-and short-term disability insurance; tuition reimbursement options; public service loan forgiveness, and much more.

Drug Free Workplace: NRHA maintains a drug free workplace.

VRS Contribution: All full-time employees are required to contribute 5% of annual salary toward their retirement account; in accordance with VRS retirement provisions. This will be handled through a pre-tax payroll deduction.

The Norfolk Redevelopment and Housing Authority is an Equal Opportunity Employer. We are committed to providing equal employment opportunities to all qualified applicants and employees without regard to race, color, religion, sex, sexual orientation, gender identity or expression, national origin, age, disability, genetic information, veteran status, or any other protected status under applicable federal, state, or local law. We value diversity and encourage individuals from all backgrounds to apply.