Procurement Specialist

Job Description

Job Description

Job Title 
Procurement Specialist

Summary 
The primary mission of this role is to ensure the agency's procurement, contract administration, and inventory management processes are conducted efficiently, accurately, and in full compliance with local, state, and federal regulations. This position supports the implementation and monitoring of procurement activities, reviews contracts and lease agreements, maintains critical records, oversees inventory controls, and provides training and guidance to staff on procurement compliance requirements. The incumbent also analyzes procurement and program trends, prepares operational reports, manages insurance renewals, and collaborates with multiple departments to resolve compliance issues and support agency operations.

Key Responsibilities 
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Support the implementation of purchase orders for procurement.
• Monitor and evaluate employees’ procurement process and train staff to ensure compliance.
• Document work performed, record deficiencies, and evaluate the quality of the agency's procurement process.
• Remain up to date on all contract, insurance, and lease agreement renewals.
• Assist the Department Directors on maintaining copies of contracts, lease agreements, HUD files, etc. on file related to their respective department.
• Verify the filing of all original contacts, lease agreements, HUD files, etc. with the Grants and Resource Development Specialist.
• Assist management in addressing and resolving procurement compliance issues.
• Review contracts and lease agreements to ensure compliance.
• Analyze trends in all agency programs, identify issues, and recommend solutions to the Executive Vice President/Chief Financial Officer.
• Compile, maintain, and report on the monthly program operation activities of the procurement process and inventory control as assigned by the Executive Vice President/Chief Financial Officer.
• Maintain systems in compliance with local, state, and federal laws, rules, and regulations.
• Monitor and evaluate the purchases of equipment, vehicles, and supplies for the agency to upkeep the inventory of all departments.
• Purchase for the agency, perform bid procedures, and manage inventory in collaboration with the Director of Construction, Construction Manager, and the Executive Vice President/Chief Financial Officer.
• May be a member of several agency committees as assigned and support other committees.
• Coordinate Davis Bacon and Section 3 activities with the Finance department.
• Crosstrain with the Finance and Grants and Resource Development departments.
• Prepare insurance applications for AHSTI and TuCasa and oversee the policies to prevent lapse in coverage.
• Attend conferences and workshops as assigned by the Executive Vice President/Chief Financial Officer.
• Aid the department, as needed, with any assistance programs. 

Supervisory Responsibility

This position does not have supervisory responsibilities.

Required Qualifications

• 2 or more years of experience in the non-profit sector, construction management, or similar experience, including experience in insurance.
• Working knowledge of general office and business administrative principles.
• Valid, current, and non-restricted Texas driver’s license with a good driving record and liability insurance on personal vehicle. 

Preferred Qualifications

• Bachelor’s degree in Management, Finance, or Accounting.
• Experience can be substituted for 1 year of college and 1 year of experience.
• Fluent in English and Spanish language in both written and verbal styles.
• Working knowledge of procurement, bid procedures,andinventorymanagement.
• Ability to write routine reports and correspondence.
• Experience calculating discounts, interest, commissions, proportions, percentages and knowledge of basic algebra and geometry concepts.

Work Environment

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets, and fax machines.

Physical Demands

The physical demands outlined here represent the requirements necessary for an employee to perform the essential functions of this job successfully. While carrying out job duties, the employee must regularly communicate verbally and listen. Additionally, the employee is frequently required to stand, walk, use their hands for tasks such as handling or manipulating objects, and reach with their hands and arms.

Expected Work Hours 
Some flexibility in hours is allowed, but the employee must be available during the organization's core work hours, which are Monday through Friday from 8:00 AM to 5:00 PM. A minimum of 40 hours per week is expected.

Travel 
This position may require occasional travel outside the area for training.

AAP/EEO Statement 
Affordable Homes of South Texas, Inc. provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.

Other Duties 
This job description provides a general overview of the role and does not list all possible duties, responsibilities, or tasks required of the employee. These may change at any time, with or without notice.