Procurement and Travel Specialist

Position Summary:

Under the direction of the Procurement and Travel Manager and in compliance with agency policies, the Procurement and Travel Specialist will receive requisitions for purchases, generate purchase order documents, and place orders. Will coordinate staff travel by arranging lodging accommodations, calculating advanced per diem allowances, preparing required travel documents, and reconciling expenses. Will provide technical support to the procurement process/system and must have the ability to effectively communicate and collect information from programs/departments on their purchasing needs, projects, and bid process to effectively utilize Catholic Charities and Catholic Charities Housing Services funds.

Responsibilities:

• Receives requisitions and analyzes for quality, specifications, and delivery requirements
• Assign purchase order number and place order with appropriate vendor/contractor
• Assists with ensuring vendors/contractors are verified through www.sam.gov
• Assists with preparing written bidrequests to vendors/contractors and evaluating vendors/contractors through various objective performance measures such as on time deliveries, service performance, price, etc.
• Ensures purchase order documents are complete, filed, logged, and distributed to all appropriate programs/departments
• Review and understand Catholic Charities written policy and procedures as applicable to the Procurement and Travel Specialists' job duties
• Identifies ways to improve workflows and processes to work smarter and increase efficiency
• Works closely with the Catholic Charities accounts payable team to ensure efficient workflow
• Assists with vendor entries, updates, status and documentation in accounting system
• Coordinates staff travel
  
  
  
  • Ensure all funder reimbursable travel expenses are coded and approved before any travel accommodations are reserved
  • Research and schedule hotel, flight, and ground transportation for overnight travel by staff and others such as job candidates and clients
  • Ensure all travel forms are filled out and approved before any reservation or booking is completed
  • Assist with obtaining all funder prepaid travel, hotel, flight, and per diem documentation
  • Review travel expense vouchers following staff overnight travel to ensure proper documentation, coding, and authorizations
  • Manage booking/purchasing documentation and reconcile monthly travel credit card statement
  
  
  
  
• May be responsible for collecting and distributing mail, along with payment tracking
• Represents Catholic Charities in the most positive manner with other staff, administrators, vendors, customers and the community we serve
• Perform other duties as assigned

Job Requirements:

The following requirements are those that are normally required for the performance of the Procurement and Travel Specialist position. Any disabled applicant who does not meet one or more of the requirements, but who can perform the essential functions of the job (with or without reasonable accommodations) shall be deemed to meet these requirements.

Physical Requirements:

This position normally requires the physical demands of standing, walking, bending, lifting, or performing other work requiring low physical exertion, talking, and hearing on a regular basis to perform the job requirements. These physical demands are required up to 90% of the time.

Non-Physical Requirements:

Education

• High school diplomarequired
• Associate's degree from an accredited university is preferred

Experience

• 1 to 3 years of related experience required
• Knowledge and experience with computerized database system
• Experience working with government contracts desirable

Special Skills

• Excellent written and verbal communication skills
• Experienced in Microsoft Office Suite

Licenses, Registration, Certification

• Valid Washington State Driver's license and minimum liability insurance required by WA State
• Must be deemed insurable by Catholic Charities' liability insurance provider

Employment is conditional upon:

• Being cleared by criminal background check and fingerprinting when required

Work Schedule:Monday-Friday, 7:30am-4:30pm

Wage Range:$24.00-$27.50 per hour, depending on experience

Benefits:

• 13 paid holidays, 12 days of vacation, 12 days of sick leave per year
• Health insurance including medical & prescription coverage, with optional dental and vision insurance plans. Majority of premiums paid by Catholic Charities
• Retirement 403(b) Plan: employee contributions commence upon employment; Catholic Charities contributes 2% of monthly income and matches up to 4% of employee contributions following 6 months of employment
• Basic Life Insurance paid 100% by Catholic Charities
• Flexible Spending Account eligibility following 6 months of employment
• Education Assistance Program reimbursing up to $5,250 per year for approved continuing education after 6 months of employment
• Additional voluntary insurances including supplemental life, accidental death & dismemberment (AD&D), critical illness, long term disability, accident, and ID theft
• Employee Assistance Program includes 3 counseling sessions per year, legal consultations, financial coaching, and other wellbeing tools
• Annual longevity awards begin at 5 years of employment

It is the practice of Catholic Charities to ensure equal employment opportunity without discrimination or harassment on the basis of race, color, national origin, sex, age, disability, citizenship status, marital status, creed, genetic predisposition or carrier status, sexual orientation, gender expression, or any other characteristic protected by applicable law. Applicants from underrepresented backgrounds are encouraged to apply. We gladly offer reasonable accommodations to individuals with disabilities to support participation in the hiring process and employment.

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