Status: Hourly: Full Time __X_ __

Monday - Friday 9am - 5pm

Hourly Rate: $21.37

Department: Facilities Department

Scope of Service: With the support and supervision of the Procurement Agent and Vice President of Facilities and IT. The Purchasing Administrative Assistant will perform daily operational job functions within the facilities department. Works autonomously and also as a team member in a team environment to provide administrative and clerical support within the department, to the Procurement Agent and overall agency daily operations. Veterans and persons with disability are encouraged to apply.

Purchasing Responsibilities:

• Provides administrative and clerical support to the Procurement Agent and department.
• Provides support and training on the Coupa purchasing process to approved users with the direction of the Procurement Agent.
• Provides support in reviewing requisitions and confirming deliveries of completed purchase orders which includes support to programs with closing out received orders in Coupa.
• With the direction of the procurement agent, submits work orders for necessary delivery support and assembly to the facilities department.
• Provides lead support with vehicle fleet management such as organizing vehicle registration and insurance cards.
• Provides lead support with agency’s GPS system such as but not limited to organization of maintenance module, organization of management users which includes removal and set up of users.
• Lead contact with auto mechanics for fleet authorization of work, review of vehicle repair history and obtaining authorization for work over $1000 from department management.
• Provides support to management on the agency gas account such as set up and removal of users, auditing program user limits, and obtaining/cancelling program gas cards. Provides status updates to department management as necessary.
• Maintains and organizes purchasing documents as necessary and directed by the procurement agent.
• Provides support in keeping all p-card and other vendor transactions coded and linked to necessary documentation on a timely basis.
• Provides support in tracking orders and processing product returns as necessary.
• Communicates routinely with programs on status of order updates.
• Sorting, organizing, lifting inventory as necessary.
• Willingness to conduct physical tasks and travel to programs on an as needed.
• Performs other duties as assigned.

Quality Assurance:

• Adheres to policies and practices as outlined in the personnel policy manual, and as outlined by the quality assurance and safety committees.
• Uses supervision to obtain and receive feedback to ascertain job performance and development.
• Responsible for completing all training requirements assigned by the agency.
• Upholds all Health Insurance Portability and Accountability Act (HIPAA) regulations and workplace confidentially and secures all necessary releases of information for outside communication.
• Adheres to the standards of the Council on the Accreditation of Rehabilitation Facilities (CARF).
• Attends agency sponsored in-services, outside trainings, conferences and meetings to facilitate continued professional growth.
• Performs other duties as assigned.

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QUALIFICATIONS:

• Associate's Degree Preferred with one-year experience or High School Diploma/GED required with a minimum of 1-2 years administrative office support experience.
• Proficient in Microsoft Office applications or related software.
• Strong attention to detail and organizational skills.
• Must be able to lift up to 15 pounds as needed.
• Excellent written and verbal communication skills in order to work with various parties such as administration, staff, and vendors.
• Valid Connecticut Driver’s license with clean record is required, must be maintained and carry the minimum required CT State automobile liability insurance (Public Act

Benefits:

401(k)
401(k) matching
Dental Insurance
Employee assistance program
Flexible spending account
Health insurance
Life insurance
Paid time off
Parental leave
Referral program
Vision insurance