Purchasing Administrative Assistant

Title: Purchasing Administrative Assistant

Location: Bronx New York

FLSA Classification: Full-time (35 hours) Non-exempt

Role Summary: Collates all purchase requests. Purchases goods and necessary materials needed for support or daily operations of the organization. Assures there are always sufficient materials and supplies for all employee and client needs. Occasionally contacts Department Directors and Deputy Directors regarding purchasing requests. Pulls reports creates purchase orders and orders products via vendor websites. Maintains and updates open order reports backorder reports and purchase orders.

Primary Job Responsibilities/Duties:

• Ensures that all purchase requests received in writing and are responded to within 24 hours via email
• Prepares log of Purchases by site location utilizing Purchase Order numbers
• Communicates directly with vendors and purchases items as per Directors approvals and requests
• Purchases office supplies client supplies maintenance supplies and/or equipment including maintaining appropriate documentation of purchasing decisions and forwarding purchase orders packing slips and invoices to the Accounts Payable Division on a timely basis
• Organizes invoices packing slips and purchase orders altogether for Accounts Payable; items should be readily available for assessment.
• Reviews all purchases to invoice and back orders
• Purchases monthly supplies for site maintenance and client necessities
• Logs all purchases and inventories of all goods. Assesses available inventories of supplies and ensures they are at the appropriate level
• Monitors inventory for all sites; performs inventory checks (supplies equipment) quarterly
• Maintain updated records of purchased products delivery information and invoices
• Assists with Audits when necessary (Internal Year-End and DHS audits)
• Assists with improving inventory controls and creates new operating systems
• Assists with preparing bid packages and negotiating prices terms and conditions before placing orders
• Maintains procurement records
• Handles other duties as assigned

Physical Requirements:

1. Prolonged periods of sitting at a desk and working on a computer.
2. Must be able to lift and carry up to 15 pounds.
3. Must be able to travel to multiple NYC sites as needed.

Work Environment / Schedule Requirements:

1. Office setting with regular exposure to computer screens and moderate noise levels.
2. May be required to work shifts including evenings or night tours and/or Saturdays Sundays and holidays with holiday pay differential.

Qualifications:

• A minimum of an Associates Degree or 3 years work experience in a related field required
• Quick Books proficiency necessary
• Extensive knowledge of MS Office software including Excel Word and Outlook is a must
• Individual must possess a commitment to the mission of NAICA Inc.
• The ability to work well and collaboratively with diverse groups required
• Must have proven ability to handle multiple tasks effectively under pressure
• Strong organizational skills with an attention to detail and proven efficiency
• Must be able to read speak write and understand English for administrative purposes.
• Must pass drug screening to be appointed.
• This position may be subject to a series of investigations before and after appointment.

Equal Employment Opportunity:

NAICA is an equal opportunity employer committed to maintaining a diverse workforce and inclusive work environment. As such discrimination in any aspect of hiring or employment based upon age race creed color national origin sexual orientation gender identity or expression religion military or veteran status sex disability (including pregnancy childbirth and related medical conditions) or other applicable legally protected characteristics is strictly prohibited.

Applicants of all backgrounds and experiences are encouraged to apply. NAICA will consider qualified applicants with criminal histories in a manner consistent with the requirements of applicable federal state and local laws rules and regulations. NAICA also offers reasonable accommodations as required by applicable federal state and/or local laws. Applicants seeking an accommodation for any part of the application or interview process should contact Human Resources by sending an email to with the Subject Reasonable Accommodation Request.

NAICA Offers a competitive benefits package that includes:

• Comprehensive Health Dental and Vision Benefits for full-time employees
• 403(b) Retirement Savings Plans
• Loan Forgiveness Programs for eligible employees
• Paid Holidays and Vacation
• Paid Time-off
• Vol Life Insurance and AD&D
• Term Life and AD&D insurance
• Long Term Disability
• Employee Assistance Program support (EAP)
• Commuter Benefits Program
• Aflac: Short-Term Disability CA Accident and Hospital
• Employee Discount Program

False Statements

Misrepresentation of your experience skills or education or submission of false/fraudulent information or documentation during the application process may result in the rejection of your application or termination of your employment.

At-Will Employment Disclaimer:

While we sincerely hope to form a long and mutually beneficial relationship please note that NAICA is an at-will employer. Under these terms employment is subject to termination at any time without notice and with or without cause at the discretion of the organization.