Purchasing Administrative Assistant

Title

Purchasing Administrative Assistant

Bronx, New York

Purchasing Manager

$27.47 - $36.81 per hour (effectively $50,000 - $67,000 per year)

Non-exempt

Full-time (35 hours per week)

The successful candidate will collate all purchase requests, procure goods and materials essential for the organization’s support and daily operations, and ensure a consistent supply of materials and supplies for employee and client needs. This role involves occasional communication with Department Directors and Assistant Directors regarding purchasing requests, generating reports, creating purchase orders, and ordering products via vendor websites. The position also includes maintaining and updating open order reports, backorder reports, and purchase orders.

The Purchasing Administrative Assistant is responsible for, but not limited to:

• Ensure all purchase requests received in writing are responded to within 24 hours via email.
• Prepare a log of purchases by site location utilizing Purchase Order numbers.
• Communicate directly with vendors to purchase items as per Director’s approvals and requests.
• Procure office supplies, client supplies, maintenance supplies, and/or equipment, maintaining appropriate documentation of purchasing decisions and forwarding purchase orders, packing slips, and invoices to the Accounts Payable Division in a timely manner.
• Organize invoices, packing slips, and purchase orders for Accounts Payable, ensuring items are readily available for assessment.
• Review all purchases against invoices and back orders.
• Purchase monthly supplies for site maintenance and client necessities.
• Log all purchases and inventories of goods, assessing available inventories to ensure appropriate levels.
• Monitor inventory for all sites; perform inventory checks (supplies, equipment) quarterly.
• Maintain updated records of purchased products, delivery information, and invoices.
• Assist with audits as needed (Internal, Year-End, and DHS audits).
• Support improvements in inventory controls and the creation of new operating systems.
• Assist with preparing bid packages and negotiating prices, terms, and conditions before placing orders.
• Maintain procurement records.
• Handle other duties as assigned.

• Ability to walk, stand, kneel, crouch, and bend over.
• Ability to lift, reach, and handle objects weighing up to 25 pounds.
• Ability to sit at a desk and work on a computer for prolonged periods.
• Ability to travel to different locations within New York City, as needed.
• While standard business hours are Monday through Friday, 9:00 AM to 5:00 PM, employees may be required to work on or during evenings, weekends, and holidays.

• Associate’s Degree or three (3) years of work experience in a related field, required.
• Proficiency in Quick Books is 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.
• Ability to work collaboratively with diverse groups is required.
• Must have proven ability to handle multiple tasks effectively under pressure.
• Strong organizational skills, with 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.

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,…