Purchasing and Fleet Specialist

Position: Purchasing & Fleet Specialist Reports To: Finance Manager Department: Finance Salary: $55,000 – $60,000 Work Location: On-site; remote or hybrid work is not available for this position. Position Summary The Purchasing & Fleet Specialist is responsible for coordinating the Program's purchasing activities and managing its vehicle fleet. The position administers purchasing processes from requisition through acquisition, ensuring that purchases are properly documented and conducted in accordance with applicable policies, competitive requirements, funding restrictions, and established internal controls. The position also manages the operational lifecycle of Program vehicles, including acquisition, assignment, maintenance, repairs, insurance, claims, warranties, and disposition. Essential Duties and Responsibilities · Purchasing: o Coordinate purchasing activities from requisition through acquisition. o Review purchase requests for completeness and compliance with applicable requirements. o Obtain quotations, proposals, and other vendor information as required. o Coordinate competitive purchasing processes, including requests for quotations, bids, and proposals. o Assist in developing specifications, scopes of work, and purchasing requirements in coordination with requesting personnel. o Review vendor submissions and prepare documentation supporting vendor selection and purchasing decisions. o Coordinate purchase orders, contracts, amendments, renewals, and related documentation. o Maintain vendor, purchasing, solicitation, and contract records. o Monitor open purchase orders, contracts, renewals, and expiration dates. o Coordinate with vendors and Program personnel regarding purchases, deliveries, services, and outstanding matters. o Maintain documentation necessary to support purchasing activities during audits and other reviews. o Monitor purchasing activities for compliance with applicable policies and procedures. · Fleet Management o Manage and maintain records for the Program's vehicle fleet. o Coordinate vehicle acquisitions, assignments, transfers, replacements, and disposals. o Coordinate preventive maintenance, repairs, inspections, recalls, and other vehicle services. o Monitor vehicle condition and maintenance schedules. o Coordinate warranty repairs and services with dealerships and manufacturers. o Administer fleet insurance documentation and coordinate claims. o Maintain vehicle registrations, insurance records, maintenance histories, and related documentation. o Coordinate towing, roadside assistance, and emergency vehicle services when necessary. o Coordinate with assigned personnel regarding vehicle maintenance and operational requirements. o Monitor fleet-related expenditures and anticipated needs for budgeting and planning purposes. o Assist with fleet-related audits, inventories, and documentation requests. o Perform other related duties as assigned. Knowledge, Skills and Abilities Knowledge of purchasing methods, competitive purchasing practices, vendor management, and administrative contract processes; knowledge of fleet-management practices; ability to interpret and apply purchasing policies and procedures; ability to maintain complete purchasing and vehicle records; strong organizational, analytical, negotiation, and communication skills; and proficiency with spreadsheets and standard office applications. Minimum Qualifications Bachelor's degree in Business Administration, Supply Chain Management, Finance, Public Administration, Management, or a related field, plus relevant experience in purchasing, acquisition, contracts, fleet management, or a related area. A minimum of three (3) years of professional experience in purchasing, procurement, or fleet management involving U.S. Federal Government funds, including purchasing processes, vendor management, and compliance with applicable federal requirements. Fringe Benefits: · Annual Leave: 14 days per year; maximum accrual of…

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