Purchasing Administrator
Listed on 2026-09-05
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Administrative/Clerical
Business Administration, Office Administrator/ Coordinator, Administrative Management, Data Entry -
Business
Business Administration, Office Administrator/ Coordinator, Administrative Management
Location: City of Rochester
Description
We are Hiring!Catholic Charities Family and Community Services (CCFCS) has been serving our community for over 100 years. We walk with people when they are at their most vulnerable as they journey toward independence to reach their full human potential. We proudly serve and employ people from all backgrounds and experiences.
If you're looking for more than just a job, if you're passionate about making a meaningful impact on the lives of others, join a team that changes lives every day. Be a part of something truly special.
Employment Type: Full-Time
Schedule: Mon-Fri, 40 hours
Salary: $63k-66k, DOE
Top Benefits and Perks:- Competitive salary and 403b retirement plan
- Generous time off package and work-life balance
- Comprehensive benefits package
- Supportive and collaborative environment
- Opportunities for growth and development
- Intrinsic reward of truly making a difference in people's lives
Education: Bachelor’s Degree in Business Administration or related field, or equivalent combination of education and experience.
Credentials: CPM / CPSM Preferred
Experience: 5 years Purchasing or relevant field
About the role:Under general supervision, the Purchasing Administrator is to provide support with all facets of the Purchasing Department as outlined below. The position should proactively identify opportunities to improve purchasing procedures, document them, and look for ways to save the agency money. Effectively supports ongoing and collaborative communication amongst all program staff and is responsible for ensuring a trauma informed care environment.
Key Responsibilities:General Purchasing
- Assist in processing purchase requests by Agency staff
- Collaborate with Facilities in obtaining quotes for projects, preventative maintenance, etc.
- Submit quotes and proposals to vendors
- Create and maintain Independent Contractor Agreements for all services vendors
- Assess leasing opportunities for agency’s 38 vehicles
- Update and maintain CCCFS Vehicle List
- Provide administrative support for 175 Verizon cellular devices including assignment of new phones, upgrades, etc., and run monthly usage reports
- Assist in multiple postage meter cost center allocation and understanding of the units
- Facilitate Iron Mountain and Shred-It requests and reconcile allocations
- Run quarterly Financial Edge Purchase History reports and monthly PCard purchasing reports by vendor to analyze patterns with Director of Purchasing
- Manage all aspects of supplier set-up and vetting including Exclusion Screening and CCFCS’s 12-point new vendor checklist
- Maintain purchasing information, files, and records for the purpose of ensuring compliance with a wide variety of purchasing policies/procedures and/or monitoring purchasing processes
- Upon creation of new vendor or activating a vendor, conduct Medicaid Exclusion Screening
- Validate EIN numbers and obtain W9 forms as needed
- Actively review expiring forms as well as validate appropriate levels of insurance
- Keep Valenz Exclusion Screening database current
- Resolve vendor invoice discrepancies with Accounts Payable
- Assist in allocation spreadsheets for various vendors and products or services
- Provide monthly or quarterly Minority Women-Owned Business Enterprise (MWBE) reports to program analysts / specialists and review NYS Registry
- Develop and maintain central file for all vendor contracts, including maintaining expiration dates and updating for any changes
- Review Independent Contractor files for all required documents
- Gather current contract pricing and that of GPO’s and NYS OGS Contract pricing for review and analysis
- Keep food vendor contracts current, promoting the use of Pandion GPO
- Maintain Foodlink contact list updated for Agency’s 20 sites
- Process BJ’s, Wegmans and Costco memberships and renewals while updating membership spreadsheet
- Assist in reviewing reports for potential cost-savings,
The Purchasing Administrator shall participate in relevant Agency meetings and/or trainings and actively pursue development of professional competencies related to job role performance through reading, supervision, in-service training and attendance…
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