Purchasing & Administrative Support Specialist

JOB DESCRIPTION SUMMARY

The Purchasing & Administrative Support Specialist performs general clerical tasks within the administrative office including the accounting and human resources departments.

ESSENTIAL DUTIES and RESPONSIBILITIES

  1. Responsible for the coordination of all requisitions including ordering for food programs, various purchasing, receiving and distribution.
  2. Perform a multitude of data entry such as but not limit to; member registrations, new hire and volunteer information, deposits, etc.
  3. Review, post and process payments as directed.
  4. Responsible for reconciliations and audits as directed.
  5. Manages all aspects of mail system.
  6. Coordinates execution of the Club’s general voicemail and email system.
  7. Meetings preparation such as reserving space, order food, set up and clean up.

ADDITIONAL RESPONSIBILITIES

  1. Create Member, Sponsor, and Volunteer cards/badges.
  2. Assist HR with background check studies of all hires and volunteers.
  3. Assist HR with applicant tracking.
  4. Receives and coordinates donations from outside of the organization.
  1. Performs biannual inventory counts.
  2. Maintains common areas and storage room keeping them clean and organized including office equipment maintenance calling for repair as needed.
  3. Develop and maintain relationships with vendors to assure quality, pricing, and delivery of all supplies and equipment.
  4. Respond to security door and assist visiting guests as needed.
  5. Manage master building keys.
  6. Assist with youth program needs as directed.
  7. Performs other duties as assigned.

 

 

REQUIRED KNOWLEDGE, SKILLS, and ABILITIES

  1. Exceptional organizational and time management skills.
  2. Extreme attention to detail.
  3. Proficient MS Excel.
  4. Exceptional customer service and interpersonal skills.
  5. Work as a team member using a positive approach to offer suggestions and achieve continuity.
  6. Excellent verbal and written communication skills.
  7. Experience with purchasing, vendor relations, accounts payable, and accounts receivable.
  8. Ability to operate with flexibility, adaptability and organize multiple priorities.
  9. Proficient math skills, including the ability to perform calculations; ability to analyze data to determine accuracy.
  10. Must be 21 and able to legally operate company vehicle.

EDUCATION & WORK EXPERIENCE

Education: Associate’s degree, or equivalent experience.

Experience: 2 years of relevant work experience preferred.

FUNDAMENTAL RELATIONSHIPS

Maintains close daily contact with accounting and finance team. Maintain positive communication with site managers to receive/provide information. Maintains contact with vendors, consultants, auditors, and service providers.

EEO POLICY

Boys & Girls Club of Central Minnesota provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type, with or without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

 

PHYSICAL & MENTAL REQUIREMENTS

PHYSICAL DEMANDS Never Occasionally Regularly
Stationary Work X
Lift/Carry up to 25 lbs. X
Lift/Carry 25-50 lbs. X
Lift 50+ lbs. X
Grip/Grasp/Repeating Motions That May Include Wrist, Hands and Fingers X
Walking/Bending/Moving/Reaching/Stretching in Different Positions X
Hearing X
Seeing X
EQUIPMENT Never Occasionally Regularly
Motor Vehicle X
Hand Tools X
Motorized Machinery X
Lifts/Carts X
Ladders X
Trailers X
Kitchen Equipment X
Audio Visual Equipment X
Personal Computer X
Copy/Scan Machine X
Desktop Phone and Cell Phone X
Two-Way Radio/Ear Mic X
WORKING CONDITIONS Never Occasionally Regularly
Indoor Work X
Outdoor Work with Low/High Temperatures and Other Elements Such as Wind/Precipitation X
Noisy Conditions X
Odors That May Be Unpleasant X
Varied Lighting Conditions (i.e. Fluorescent, Low Lighting, etc.) X
Small and/or Enclosed Spaces X
Heights X
Working Independently X
Working Within a Team X
MENTAL DEMANDS Never Occasionally Regularly
Managing Workplace Stressors X
Encountering Belligerent Behaviors x
SUBSTANCE EXPOSURE Never Occasionally Regularly
Acids, Corrosives, Epoxies, Dust, Fumes, Mists, Gases, Chemicals, Body Fluids, Etc. X
PROTECTIVE CLOTHING Never Occasionally Regularly
Facial Covering, Gloves, Safety Glasses, Ear Muffs/Plugs, Etc. X