Procurement and Accounting Specialist/Coordinator

JOB SUMMARY:

The Procurement and Accounting Specialist plays a critical, dual-focused role in supporting Habitat’s purchasing, financial operations, and daily administrative needs. The Procurement and Accounting Specialist/Coordinator coordinates formal and informal bid purchasing and contracting for Habitat’s construction programs while providing essential administrative, lower-level accounting, and regulatory compliance support. The Procurement and Accounting Specialist/Coordinator is proactive, numbers-driven, and highly organized.

ESSENTIAL FUNCTIONS:

• Drafts, reviews, and maintains contracts and requests for proposals (RFPs); determines appropriate method of purchase, i.e., informal bids, formal bids, negotiated contracts or other procedure
• Continually monitoring contracts and proactively looking for vendors to partner with to provide a mutually beneficial working relationship
• Develops and supports solid relationships with vendors and sub-contractors to ensure profitable negotiation of contracts and purchases
• Management of organization-wide centralized purchasing process that meets bidding & compliance requirements (including but not limited to: proper postings, adequate number of responses, section 3, Sam.gov, ROC, E-Verify, suspension and debarment, licensing)
• Oversees regulatory reporting and compliance, including staying up-to-date on local, state, and federal laws, regulations, trends, and best practices as they relate to the procurement and accounting functions
• Develops and posts solicitations, requests for qualifications (RFQs), addendums, contracts, and contract modifications to ensure conformity with applicable laws, policies, and procedures
• Oversees formal solicitation opening and electronic postings of bid results
• Manages annual RFQ process to develop and maintain contractor shortlist
• Collects and tracks executed subcontracts, insurance, licenses, and vendor registration and maintain approved vendor registry in conjunction with accounts payable
• Prepares and tracks change orders and works with departments to ensure change orders are documented and approved in a timely fashion
• Maintains active registrations on Sam.gov and Arizona Corporation Commission
• Has all contracts and/or Notice to Proceeds approved and signed by CEO or designee 
• Analyzes sub-contractor/vendor responses and quotes and make recommendations to reduce total costs and improve services
• Organizes and maintains file system, file correspondence, other records
• Analyzes and reconciles balance sheet accounts
• Crosstrains on and reviews the work of Accounting Clerks
• Supports fiscal year-end audit
• Creates and maintains standard operating procedures (SOPs) documents, processes, and workflows to ensure all procedures and processes are running smoothly, efficiently, and are kept current.
• Other duties as assigned

KNOWLEDGE, SKILLS, ABILITIES:

• Nonprofit and Procurement experience preferred
• Background in residential development
• Computer literacy - Excel, Word, Adobe
• Positive personality; enjoy working with a wide variety of people

EDUCATION, EXPERIENCE:

• Two or more years’ experience in procurement, construction project management, and/or related field
• BA degree in related field

PHYSICAL REQUIREMENTS NECESSARY TO PERFORM THIS JOB:

• Able to drive to off-site locations; requires a current Arizona driver’s license, a clean driving record, auto insurance (certain level of coverage is required to receive mileage reimbursement) and a trustworthy vehicle needed
• Hear and speak in order to use telephone and communicate with people both in and out of the office
• Sit at desk for extended periods, as well as move around the office area frequently throughout the day
• Manual dexterity for computer operation and office equipment uses
• Flexible work hours requiring a willingness to attend evening and weekend events (minimal to none).

WORK ENVIRONMENT AND CONDITIONS:

• The majority of duties are performed in an office setting, performing detailed work sitting at a desk and working on standard office equipment
• There may be rare periods of being on an undeveloped or construction site which may be of uneven terrain with exposure to dirt, dust, dampness, construction debris, extreme temperatures, construction noises, fumes, and odors from construction materials