Job Summary

The Purchasing Specialist is accountable for sourcing negotiating and managing procurement activities that ensure consistent access to food products and supplies essential to program delivery. This role applies market knowledge purchasing best practices and sound judgment to inform supplier selection pricing decisions and purchasing execution aligned with budgetary guidelines. The position advances inventory stability and risk reduction by reviewing purchasing and inventory data coordinating with internal teams and regional counterparts and ensuring required supply levels for USDA and disaster response programs. Through effective vendor relationships accurate documentation and process discipline the Purchasing Specialist contributes to efficient purchasing operations and reliable supply continuity.

A Day in the Life

Product Acquisition Management:

• Manage the acquisition of food items to meet the organizations goal of meeting program and operational needs.
• Develop and establish consistent bidding and price check processes to drive performance metrics.
• Create review and adjust purchase orders as needed.
• Negotiate prices and agreements with suppliers.
• Conduct market research to identify new sourcing opportunities and stay informed about industry trends.

Cost Control and Invoice Approval:

• Review and approve invoices for Point of Sale (POS) Value-Added Products (VAP) and freight.
• Implement strategies to control costs and aid organizational goals and report out on performance metrics regularly.
• Work closely with the Procurement Manager and Director of Supply Chain on budget and strategy alignment.

Relationship Maximization:

• Cultivate relationships with partners and vendors in the food industry.
• Evaluate supplier relationships and performance and implement continuous improvement initiatives.
• Maximize relationships to generate awareness monetary support and volunteerism.

Logistics and Inventory Management:

• Participate in activities involving logistics inventory management and product distribution.
• Ensure an accurate product acquisition database and department reporting is maintained.
• Examine inventory data to identify trends and opportunities to improve turnover and decrease carrying costs.
• Work with Tulsa counterparts to identify opportunities for sharing or trading inventory for mutual benefit of the Oklahoma Food Banks.

Reporting and Documentation:

• Maintain accurate records of purchase orders contracts pricing agreements and supplier documentation.
• Generate progress reports for Regional Food Bank of Oklahoma management.

CSFP and USDA Foods:

• Ensure inventory for the Commodity Supplemental Food Program (CSFP) meets a 2.5-month on-hand supply.
• Work with Tulsa counterpart to recognize what The Emergency Food Assistance Program (TEFAP) products are coming in statewide and adjust the purchasing strategy accordingly.

Disaster Relief Functions:

• During disaster response assist the Disaster Liaison Officer to establish needs and procure necessary resources.
• Partner with local regional and national organizations to develop disaster relief strategies maintain relationships with associated organizations and represent the Regional Food Bank in disaster relief meetings.

Other Duties as Assigned

Duties and responsibilities may be added or changed at any time at the discretion of your supervisor formally or informally either verbally or in writing.

Required Qualifications

How you have spent your time:

• Earning a bachelors degree or gaining at least 4 years of relevant experience in purchasing or supply chain management or an equivalent combination of education training and experience.
• Proven knowledge of ERP systems such as Microsoft Dynamics SAP (SAP ERP) Oracle EBS AS400 or similar platforms.
• Experience with contracts management and vendor relationship building.
• Proven negotiation skills with a track record of securing favorable terms with suppliers.

Other Qualifications:

• Valid drivers license with a driving record that meets organizational standards.
• Proficiency in common office applications and database software (e.g. Microsoft Office)
• Ability to learn and adjust to new technologies.
• Ability to complete a background check motor vehicle record review drug screening and physical assessment as required for the role.
• Commitment to advancing the mission of ending hunger.

Safety Sensitive Designation

This position is classified as Safety Sensitive under Oklahoma law. Employees in safety-sensitive roles perform duties where even a momentary lapse in concentration could result in injury to themselves others or cause environmental harm. The Regional Food Bank of Oklahoma is not permitted to hire applicants who hold a medical marijuana card for safety-sensitive positions in compliance with state law.

Preferred Qualifications

How you have spent your time:

• Working in the food industry.
• Working with disaster response organizations or non-profit organizations.
• Professional certification in procurement supply chain or a related field (such as CPSM CSCP or CPP) preferred.

Physical Demands

Maintain a stationary position for extended periods while performing work in an office or vehicle setting. Operate vehicles safely by monitoring surroundings reading signage and maintaining awareness of road conditions. Coordinate movements to manage vehicle controls and respond promptly to changes in traffic or environment. Perform tasks that involve coordination of multiple limbs and fine motor activities such as handling grasping and maintaining steadiness for moving objects. Move objects weighing up to 10 pounds occasionally which may include assisting with repositioning objects or yourself. Transition between stationery and other positions as needed during the workday. Access work areas and vehicles in a manner that aids job tasks which may involve adjusting body position in limited spaces. Respond promptly to environmental cues and maintain focus during complex tasks. Auditory attention to recognize signals alarms and spoken instructions that serve as key safety and maintenance indicators. Exchange information clearly in person or via devices in dynamic environments including those with background noise. Maintain concentration and alertness for extended periods to ensure safety and task accuracy. Follow safety protocols including wearing Personal Protective Equipment (PPE) when required by Environmental Health and Safety policies.

Work Environment

Work is primarily performed in an environmentally controlled setting with minimal variation in temperature and humidity. No exposure to dust chemicals gases fumes smoke excessive noise or vibrations. Tasks are generally completed in an office environment. May involve significant travel (up to 75%) for meetings training or assignments for up to three weeks per month typically allowing return home nightly. Schedule may include occasional overtime weekend or holiday hours.

A Few Things We Value

We look for employees who demonstrate our core values with courage:

Heart

Approaching our mission with compassion grit and commitment.

Empowerment

Advocating for equitable opportunities that elevate others.

Stewardship

Utilizing the resources entrusted to us responsibly and efficiently.

Collaboration

Prioritizing teamwork as we listen support and compromise to achieve our mission.

EEO & Accommodation Statement

Diversity creates a healthier atmosphere: Regional Food Bank of Oklahoma is an Equal Employment Opportunity employer and all qualified applicants will receive consideration for employment without regard to race color religion sex age national origin protected veteran status disability status marital status genetic information or any other characteristic protected by law. Consistent with the Americans with Disabilities Act (ADA) and applicable state laws it is the policy of the Regional Food Bank of Oklahoma to provide reasonable accommodation for qualified individuals with disabilities throughout the application process and employment. If reasonable accommodation is needed please contact Human Resources at .