Purchasing Assistant at Cambridge Housing Authority – Cambridge, Massachusetts

About Cambridge Housing Authority

The Cambridge Housing Authority ("CHA"), a leader in developing and maintaining affordable housing communities, is seeking a qualified and highly motivated candidate. By focusing on policy innovation and family economic opportunities, the CHA is committed to developing and managing safe, high quality, affordable housing for low-income individuals and families. CHA provides long-term rental housing and rental assistance to more than 5,500+ individuals and families through its Public Housing and Housing Choice Voucher (HCV) Programs.

CHA offers competitive compensation commensurate with experience. Our generous benefits package includes health and dental insurance, paid time off, paid holidays, life and disability insurance options, tuition reimbursement, commuter benefits, retirement pension and deferred compensation 457b plans, and more! At the completion of an introductory period, CHA employees enjoy flexible work schedules including a hybrid work environment consisting of a combination of on-site and work from home days with supervisor approval.

Summary

The primary purpose of this position is to assist the Senior Purchasing Agent in the maintenance of the Cambridge Housing Authority’s (“CHA” or “Authority”) procurement system and adherence to its policies.

All activities must support the CHA’s strategic goals and objectives and produce results that accomplish the goals of the Purchasing department.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience

High school diploma or GED; and the equivalent of one year of responsible experience in purchasing or financial record keeping. Must have valid Massachusetts driver’s license and be insurable under CHA policies. An equivalent combination of education and experience may be considered.

Technical Skills

To perform this job successfully, an individual should have strong computer skills (MS Office Suite 2000 and Internet Explorer). Working knowledge of electronic data processing systems (MLS) and Lotus Notes is desirable. Possess typing speed of 45 wpm or higher. Ability to learn other computer software programs may be required by assigned tasks.

Essential Duties and Responsibilities

The below statements describe the general nature and scope of work being performed by this position. This is not a complete listing of all responsibilities, duties and/or skills required. Other duties may be assigned.

• Reviews all purchase requisitions for accuracy according to the CHA procurement policy
• Maintains detailed and accurate purchasing files
• Disperses purchase orders to managers, vendors, and accounts payable in a timely manner
• Maintains proper requisition coding
• Maintains parameters for all purchase order summary pages
• Attends public bid openings when required by the Senior Purchasing Agent
• Maintains all bid files and quote files
• Obtains quotes for material purchase requisitions
• Prepares and maintains purchasing activity reports
• Performs periodic inventory at remote site(s)
• Assists with related accounts payable functions
• Maintains contact with vendors
• Performs other related duties as assigned

Competencies

To perform the job successfully, an individual should demonstrate the following competencies:

Behavioral Competencies

Commitment: Sets high standards of performance; pursues aggressive goals and works hard/smart to achieve them; strives for results and success; conveys a sense of urgency and brings issues to closure; persists despite obstacles and opposition.

Customer Service: Meets/exceeds the expectations and requirements of internal and external customers; identifies, understands, monitors and measures the needs of both internal and external customers; talks and acts with customers in mind; recognizes working colleagues as customers.

Effective Communication: Ensures important information is passed to those who need to know; conveys necessary information clearly and effectively orally or in writing; demonstrates attention to, and conveys understanding of, the comments and questions of others; listens effectively.

Responsiveness and Accountability: Demonstrates a high level of conscientiousness; holds oneself personally responsible for one's own work; does fair share of work.

Teamwork: Balances team and individual responsibilities; exhibits objectivity and openness to others' views; gives and welcomes feedback; contributes to building a positive team spirit; puts success of team above own interests; able to build morale and group commitments to goals and objectives; supports everyone's efforts to succeed.

Job Competencies

• Knowledge of procurement and accounting policies, procedures, regulations and guidance materials
• General knowledge of data processing systems
• Ability to perform simple accounts payable functions
• Ability to follow oral and written instructions
• Ability to work with all levels of staff to accomplish departmental goals and objectives

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to maintain a stationary position, operate computers and other office equipment, move about the office, attend onsite and offsite meetings, and communicate. The employee must be able to accurately exchange information in person, in writing and via e-mail and telephone. The employee must occasionally transport up to 10 pounds.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Office environment. The noise level in the work environment is usually moderate.