Procurement Coordinator

Job Description

Job Description

ABOUT COMMUNITY ACTION PARTNERSHIP OF SAN BERNARDINO COUNTY

Community Action Partnership of San Bernardino County (CAPSBC) is a non-profit public benefit corporation and is one of the 1,100 Community Action Agencies nationwide dedicated to assisting low-income individuals and families become stable and self-sufficient. As the designated Community Action Agency for San Bernardino County, the largest county in the continental United States, CAPSBC is charged with serving over 800,000 low-income families and individuals, elderly and homeless residents of San Bernardino County each year. CAPSBC delivers services to 78 San Bernardino County cities and communities.

Mission: Community Action Partnership of San Bernardino County works with our communities by supporting, advocating for and empowering residents to achieve self-reliance and economic stability.

Vision: Community Action Partnership of San Bernardino County is the premier social services agency that eliminates the effects of poverty.

Food Bank Mission: Combat hunger and malnutrition in San Bernardino County by distributing healthy food to the needy and advocate for supportive policies and legislation that will help eliminate hunger.

POSITION SUMMARY

The Procurement Coordinator supports the CAPSBC Food Bank mission by ensuring efficient transportation processes and expanding food resources. Our programs and partner agency network of more than 200 organizations serve San Bernardino County, the largest geographical county and one of the most food-insecure regions in the nation. As part of the CAPSBC Food Bank team, this position coordinates all program material purchasing and works to increase food donations, ensuring that the maximum amount of fresh, healthy food reaches people in need. Additionally, this role oversees the scheduling of all incoming products and may require occasional travel throughout San Bernardino County.

ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Act as liaison between the food bank, product donors, and the food industry.
2. Administer food acquisition initiatives to ensure continued growth and increases in donated food resources.
3. Conduct donor cultivation and outreach to potential food donors.
4. Develop and maintain good working relationships with vendors, stores, and distribution center personnel.
5. Strengthen relationships with existing and new food donors and vendors to promote long-term donor retention.
6. Create and process purchase orders for goods and services, including procurement of bids and quotes.
7. Conduct Request for Proposal (RFP) and Request for Quote (RFQ) activities.
8. Identify vendors and distributors to optimize the acquisition of purchased products.
9. Optimize the current sourcing program while strategically planning to grow and strengthen it to best serve the region.
10. Conduct regular vendor evaluations to ensure good stewardship of food bank funds.
11. Ensure consistency, quality, and variety of product, and the most economical use of food bank funds.
12. Select, bid on, and/or purchase products under grant projects, including CalFood and Tax Check-Off funds, ensuring food is procured in compliance with funding source requirements.
13. Oversee response to unplanned donations and work in conjunction with the Operations staff and member agencies to respond to donation offerings in a prompt, effective, and efficient manner.
14. Monitor food donor recognition to demonstrate the Food Bank's and recipient's appreciation.
15. Address any problems or complaints that arise promptly and amicably.
16. Comply with all regulations, laws, and CAPSBC procurement policies.
17. Track, analyze, and report on selected metrics, including pounds, donations by category, donations by donor, current donor lists, lapsed donor strategies, prospective donors, purchased food pounds, product demand, and EFAP programs.
18. Assist in the continuous improvement and customer stakeholder satisfaction opportunities.
19. Provide professional, responsive, and appreciative customer service to all food industry partners.
20. Performs other duties as assigned

KNOWLEDGE OF

1. General and procurement principles
2. Effective customer service techniques
3. Effective communication, public relations techniques, and networking practices
4. Standard office procedures and standard office equipment operation
5. Business English usage, grammar, spelling, vocabulary, and punctuation
6. Challenges and needs of disadvantaged, disabled, homeless, and elderly persons and families

ABILITY TO

1. Maintain strict confidentiality.
2. Perform routine statistical compilations.
3. Speak effectively before small and large groups of people.
4. Evaluate and provide assistance in monitoring vendor contracts and performance.
5. Work in a fast-paced environment with strict deadlines.
6. Prepare, analyze, and interpret comprehensive reports, statements, and written material.
7. Work independently or as part of a team to achieve specified objectives.
8. Proficiently operate standard office equipment, including computer hardware and software applications associated with assigned work (e.g., Microsoft 365, Microsoft Outlook, Adobe Acrobat Reader, web browsers, and CRM data systems).
9. Work overtime, weekends, and/or evenings as required.

MINIMUM EDUCATION AND EXPERIENCE

1. Thirty (30) semester forty-five (45) quarter units of completed College coursework in behavioral science; public/business administration, social science, education, or a closely related field. Preferred: Bachelor’s (BA/BS) in Finance, Accounting, Economics, Business, Public Administration, or a closely related field. Must represent CAPSBC Food Bank with professionalism when interacting with external and internal stakeholders.
2. Must possess a valid California Driver’s License and a clear driving record

PHYSICAL AND ENVIRONMENTAL REQUIREMENTS

Position requires intermittent sitting, standing, walking, twisting, and bending. Simple grasping and hand manipulation, as well as reaching above and below shoulder level. Must be able to lift boxes weighing up to 50 pounds. Requires working indoors in temperature-controlled environment with some exposure to copies and printer chemicals and/or fumes. May be required to perform physical work, including working in outdoor environments

LICENSE, PERSONAL VEHICLE AND EMPLOYER PULL NOTICE PROGRAM

CAPSBC participates in the California Department of Motor Vehicle Employer Pull Notice (EPN) Program. Employees must maintain a valid and current California Driver License, be insurable, and have/maintain a safe driving record throughout employment. In addition, employees with a vehicle registered in their name must maintain state mandated personal automobile insurance coverage throughout the course of employment. Employees receive reimbursement per mile for use of his/her personal vehicle for business purposes (excluding driving from home and to work) based on the approved IRS mileage rate.