Purchasing Assistant

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Full Time Norfolk, VA, US

2 days ago Requisition

Salary Range: $23.39 To $36.77 Hourly

NRHA’s Vision and Mission

At the Norfolk Redevelopment and Housing Authority (NRHA), we’re proud to be the largest housing and redevelopment authority in Virginia and a leader in real estate development and property management across the country. Since 1940, we’ve been working to revitalize and improve neighborhoods in Norfolk.

NRHA is an award‑winning public housing authority that has been effective in obtaining private investment partners to fund new neighborhoods; improving low‑income public housing; planning and building mixed‑income communities; and offering programs that support residents receiving rental assistance on their path to self‑sufficiency. NRHA aims to create and apply meaningful housing and neighborhood development programs to serve all residents of Norfolk, Virginia.

Position Summary

Performs routine inventory management duties and general office administration work. Performs data entry to update and maintain asset inventory database. Conducts routine surveys of non-expendable and expendable assets. Administers purchase card program and monitors purchase card use. Tracks and monitors Section 3 Contractors and their employee participants, including Section 3 hourly tracking and reporting. Assists in pre‑bid conferences, bid openings, and staff training.

May assist in identifying bid awards. Performs general office administration duties on behalf of purchasing staff, including but not limited to filing, drafting correspondences, responding to telephone inquiries, assisting in contract administration and closeout data entry and submitting request for department office supplies.

Essential Functions

Maintains and administers NRHA’s non-expendable equipment and Inventory‑Purposes‑Only (IPO) expendable equipment furnishings asset inventory system; conducts annual and on‑demand inventory of all non‑expendable and IPO expendable equipment and furnishings; identifies asset activity, such as turnover of custodian, transfer, or retirement of asset; resolves discrepancies between database and physical inventory of assets; enters asset number into computerized inventory tracking system; compiles reports and listing of non‑expendable and IPO expendable equipment and furnishings;

reports asset dispositions; performs annual audits and maintains and updates the non‑expendable and IPO expendable equipment and furnishings database as changes occur; resolves discrepancies between non‑expendable and IPO expendable equipment and furnishings inventory and the General ledger; answers staff questions and inquiries concerning non‑expendable and IPO expendable equipment and furnishings.

Conducts routine surveys of inventory to identify and remove from non‑expendable and IPO expendable equipment and furnishings inventory items that are lost, stolen, sold, donated, obsolete, or broken; arranges disposition of obsolete or otherwise unusable assets, advertising items in local paper and arranging auctions and salvage bids; and coordinates the removal of furnishings and equipment being replaced by new items.

Assists in contract administration functions: under supervision, receives purchase requisition; reviews and/or may develop routine/moderate specifications, special instructions/conditions, and requirements; places advertisements of solicitation and award; may participate in pre‑bid, pre‑proposal, and bid opening conferences; maintains contract activity logs; prepares “Option to Renew” contract letters; completes contractor/vendor performance evaluations; and assists in conducting closeout of completed contract files.

Administers purchase card program: reviews all agency purchase card statements for non-expendable and IPO expendable equipment and furnishing purchases for the distribution of asset tags; coordinates small purchase and travel card training; oversees purchase card issuance; acts to assure the security of purchase card system; and maintains…