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