Title: Purchasing Clerk Supervisor: Facilities Manager Assistant or as assigned by Maintenance Director
Duties and Responsibilities: Administrative responsibility for materials and equipment management; maintains inventory records and unit work order files with proper organization and control. Involved in operational and associated functions in accordance with Housing Authority policies and HUD guidelines for maintenance management. Assists with the implementation and coordination of maintenance project planning in conjunction with the Facilities Manager Assistant. Specific duties include the following.
Receives materials and supplies and verifies that type, quality and quantity received are correct.
Stores materials and supplies in warehouse, monitors inventory, and issues to Authority employees as needed.
Keeps a record pertaining to items purchased, costs, delivery, product performance, and inventories.
Maintains vendor files and performs the purchase order/invoice matching function as well as monitors the status of open purchase orders.
Reviews and processes requisitions and purchase orders for materials and supplies needed for the Housing Authority.
Prepares routine and special reports as requested.
Plans and administers a program of standardization to reduce to a minimum the various sizes, types, styles, and kinds of equipment and supplies purchased.
Prepares weekly and monthly statistical reports as requested.
Assigns inventory control numbers for all warehouse inventory.
Maintains a system of tracking and monitoring the continuous movement from the warehouse to the developments, and as necessary, between developments.
Ensures safety of material and operation of equipment, including repairs.
Maintains back order records for needed materials and supplies and conducts follow-ups as needed.
Processes inventory receipts. Inputs appropriate data to inventory control system and analyze reports to maintain better inventory control.
Maintains work order files of each housing unit for type and cost of work done including appliances and equipment to make the unit compliant with a safe, decent and sanitary living environment.
Conducts periodic and annual inventories of maintenance shop stock and disposes of old equipment in accordance with disposition policy/procedures.
Maintains office supplies at a level for continuing operations and oversees the purchase of such materials.
Maintain office inventory records.
Performs other related duties as assigned.
Qualifications and Knowledge: Graduation from a standard high school or GED. At least two (2) year's experience in material management and support functions including administrative and inventory control, or have an equivalent combination of experience and education to meet the required knowledge, skill and abilities.
Ability to speak and understand English is highly desirable.
Good knowledge of HUD, city, state, and Authority procurement and contracting policies, procedures, and practices.
Good knowledge of HUD regulations and Authority policies, procedures and practices pertaining to the various housing programs.
Good knowledge of general office procedures and practices, business English and arithmetic computations with speed and accuracy.
Skills in operating general business machines and computers.
Ability to communicate clearly and concisely with vendors, orally and in writing.
Ability to start and complete all assigned work on time and within budget.
Ability to establish and maintain effective relationships with co-workers, vendors, and other business contacts.
Valid Texas driver's license.
Eligibility for coverage under Authority fleet auto insurance.
Supervision Received and Given: The employee receives assignments and instructions from the Facilities Manager Assistant. Course of action, deadlines, and priorities may be established by procedure, the supervisor, or the employee, depending on the assignment. The employee initiates routine activities with minimal supervisory direction. Problems or situations not covered by instructions are normally referred to the supervisor for resolution. The employee's work is reviewed for accuracy, completion, and compliance with policies and procedures.
The employee has no supervisory duties.
Guidelines: The employee performs routine duties by following established policies and procedures. These guidelines cover most job-related situations and the employee frequently is required to use independent judgment in making decisions. If guidelines do not cover a situation, the employee normally consults the supervisor.
Complexity: The employee performs a wide range of routine and generally repetitive tasks which can make the job complex. The course of action is determined by the supervisor and by established procedures. The employee may coordinate, integrate, and/or prioritize tasks.
Scope and Effect: The employee's work affects other Authority departments, contractors and suppliers. Inventory and maintenance controls allows the Housing Authority to be incompliance with general operating practices and account for all equipment and purchases made with use of program funds. Successful accomplishment of duties by the employee enhances the ability of other Authority personnel to perform their tasks and provide adequate housing that is decent, safe and sanitary to low-income families.
Personal Contacts: Personal contacts are with other Authority personnel and departments. The purpose of such contacts is to obtain and provide information, or to verify, document, and record information submitted by staff. Under direction of the Facilities Manager Assistant, there may be limited contact with business firms, consultants, residents and suppliers which affect the ability of the Authority to accomplish its work.
Physical Demands: Work involves both sedentary and physical activity, and may involve eye strain from abundant reading requirements, working with computers and other office equipment. Some physical exertion may be necessary from kneeling or crouching to obtain files, occasionally carrying moderately heavy items (up to and over 25 lbs.), stocking shelves, climbing ladders, and other moderate tasks.
Work Environment: Work involves the normal risks or discomforts associated with an office and warehouse environment, but are usually in an area that is adequately cooled, heated, lighted and ventilated.
A criminal background and drug screen must be completed before hire. An official MCAHA Employment Application must be completed and a resume submitted. MCAHA is an equal opportunity employer and adheres to Section 504 of the Rehabilitation Act of 1973 by providing equal access to services, programs and activities for qualified individuals with disabilities.
EQUAL OPPORTUNITY EMPLOYER
Salary Commensurate To Work Experience. Position is open until filled.
Interested applicants must complete an official agency application available at our main office below or online at www.mcallenha.org. Completed applications need to be mailed to: