General Description
The Program Assistant to Procurement works under the leadership of the Director of Procurement, performing a variety of duties. These include assisting with planning and administration of Center Events, Procurement support work including completing purchases and performing detailed assignments in recording, classifying, examining, and verifying financial records, documents, or reports.
Education, Training, and Experience
· High School Diploma or equivalent required
· Two (2) years of purchasing, event planning or office assistant experience required
· Bachelor's degree from an accredited institute of higher learning preferred
· Working knowledge of Excel and Word required
Registration, Certification, Licensure, and Other Qualifications
· Must have and maintain a background and criminal history free from any disqualifying offenses as outlined by the Texas Administrative Code (TAC) and the Health and Human Services Commission (HHSC).
· Must possess and maintain a valid driver's license and automobile insurance and be able to operate a vehicle. Position will require driving of a Center vehicle.
o Individuals with an out-of-state driver's license must be able to obtain a driver's license in the state of Texas within thirty (30) days.
· Successful completion of all position-specific training within thirty (30) days of employment is required.
Knowledge, Skills, and Abilities
· Ability to pivot between a number of unrelated tasks within each day.
· High level of detail orientation skills required.
· Proficient in understanding and executing various forms of instructions, whether written, oral, diagrammatic, or scheduled.
· Skilled in reading and interpreting essential documents including safety regulations, operating and maintenance guidelines, and procedural manuals.
· Capable of drafting routine reports and correspondence with clarity and precision.
Department: Fiscal PAL: 10-123
Reports to: Director of Procurement Services Grant Funded: ? Yes ? No
FTE Status: Full-Time Work Model: In-Person
Schedule: Monday - Friday from 8:00AM to 5:00PM ? Exempt ? Non-Exempt
· Adept at resolving practical problems and navigating diverse concrete variables, even in situations with minimal standardization.
· Competent in basic arithmetic operations-addition, subtraction, multiplication, and division-across all units of measure, including whole numbers, common fractions, and decimals.
· Ability to maintain regular and reliable attendance.
· Ability to display regular and reliable in-person attendance.
· Understanding and practice of Trauma Informed Care principles.
Essential Duties
The following list outlines key responsibilities for the position; however, it is not exhaustive and does not encompass all responsibilities. Additional duties may be assigned as needed.
1. Center Events & Planning
· Assist with Holiday Helping Hands (HHH) Program and the Annual Holiday Luncheon with support from the Events and Fundraising Committees.
· Ensure all clients on the HHH tree are adopted by the community or the Center.
· Communicate all HHH changes in writing to Managers and Case Management staff.
· Ensure all Holiday Luncheon raffle items are purchased before the event date without exceeding budget.
· Maintain an accurate budget for HHH and the Holiday Luncheon.
· Review the HHH Program annually and recommend necessary changes.
2. Event Coordination & Fundraising
· Assist with various events including the Mental Health and Law Enforcement Summit, Employee Holiday Luncheon, LOSS Festival, LOSS Candlelight Vigil, Race for Hope, Employee Appreciation Events, Center Town Hall and Meet & Greets, other Center events as needed.
· Serve on the Fundraising/Events Committee and assist with fundraising initiatives for the holidays and throughout the year. Take minutes in Committee meetings.
3. Internal Communication
· Create and publish the Center's internal newsletter by the fifth (5th) of each month.
· Send monthly emails to the Executive Leadership Team (ELT) for newsletter information and submissions.
· Serves as a member of the Employee Appreciation Committee.
· Regularly communicates and shares information about upcoming events with the Center's Marketing Communication Specialist.
4. Collaboration with Procurement:
· Collaborate with the Director of Procurement Services on additional projects, capital purchases, and assignments related to Procurement services as necessary.
· Actively participate in monthly supervision meetings with the Director of Procurement Services.
5. Purchasing Duties
· Assists with placing orders for items requested by Center staff.
· Places orders for janitorial supplies and business cards.
· Managing procurement card entries in Accounts Payable system, balancing procurement card statements against receipts, and entering Accounts Payable invoices for payment.
· Assists in maintaining gas cards and center cell phone assignments, fleet management, asset repairs, copier repairs and other duties as assigned.
6. Miscellaneous Duties
· Assist Accounting team with inventory records of laptops.
· Assist Accounting team with physical inventory of assets.
· Other miscellaneous duties as assigned.
7. Training and Development:
· Complete all required Center training as per the Training & Development Department.
· Attend additional training as assigned by the Director of Procurement Services.
Physical, Mental & Environmental Requirements
Instructions: Check all abilities required to perform the essential and marginal tasks of this job.
? Walking ? Operating Office Equipment
?Moderate Lifting of 15 - 44 Pounds ? Standing ? Operating Motor Vehicle
? Light Lifting of 15 Pounds or Less ? Sitting ? Ability to See
? Ability to Identify Colors ? Twisting ? Depth Perception
? Light Carrying of 15 Pounds or Less ? Kneeling ? Hearing with Aid
? Straight Pulling ? Pushing ? Hearing without Aid
? Stooping ? Ability to Tell Time
? Repeated Bending ? Climbing Stairs ? Ability to Write
? Ability to Count? Simple Grasping ? Ability to Read
Other, please specify: May require some after-hours and overnight. Not to exceed 20% travel.