Description
Job Title: Procurement and Insurance Specialist
Team: Procurement and Contract Services
Reports to: Sr. Manager of Procurement and Contract Services
Status: Full-time, Exempt, Benefits Eligible
Anticipated Hiring Range: $70,304 – $72,000/Annually
Job Summary:
The Procurement Administrator and Insurance Specialist supports the Senior Manager of Procurement & Contract Services by overseeing the organization’s procurement card program, purchasing operations, and insurance coordination. The role administers card issuance, spending limits, compliance monitoring, transaction reconciliation, and communication with the issuing bank. It also maintains financial records, conducts general ledger reconciliation, and trains staff on proper card usage. In addition, the position handles purchasing workflows, regulatory filings, and cross team support, while coordinating insurance needs such as Certificates of Insurance, policy renewals, and partner inquiries. Working closely with the Senior Procurement and Contracts Manager, the specialist will provide key support for supplier sourcing.
Duties/Responsibilities:
Procurement Card Program Administration
· Monitor, process, reconcile, and approve all P-Card accounts: account set-up and closing, set/monitor account dollar limits and all other account controls.
· Ensures that purchasing card transactions comply with all applicable policies and procedures, as well as local, state, and federal regulations.
· Monitors P-Card activity by investigating unusual patterns and analyzing expenditures; provides statistical data upon request.
· Establishes appropriate card restrictions and revokes cards when required under Community Partners terms and conditions.
· Communicates with cardholders on any questionable charge and clarifies all issues with internal and external team members.
· Train procurement card holders and troubleshoot procurement card issues as they arise.
· Administers procurement card contracts with cardholders and departmental supervisors.
Procurement and Purchasing:
· Monitor, process, reconcile, and approve purchasing activities, including fulfilling procurement requests for goods and services and maintaining the current purchasing vendor portfolio.
· Implement the cell phone program, travel and other programs including employee communication and vendor relationship management.
· Act as a liaison between stakeholders and vendors, ensuring timely and efficient communication and resolution of any issues.
· Be well versed on Community Partner policies and procedures related to the procurement of goods and services.
· Work with the contracts team to process monthly lease payments for core business operations and fiscally sponsored projects, including monthly billing and reconciliation.
· Provide excellent customer service to internal and external stakeholders regarding purchasing. Answer purchasing questions, troubleshoot issues, and communicate requirements based on policy and relevant compliance standards.
Other Department Support:
· Assist with certificate of insurance requests and claim processing
· Support state and municipal registration renewals, including special events registration
· Provide guidance, support, and technical assistance to stakeholders, both internal and external, related to Community Partners systems, policies, and procedures.
· Maintain documents and record-keeping in accordance with organization policies and
procedures.
· Perform other duties and projects as may be necessary or as assigned.
Requirements
Required Skills/Qualifications:
· A minimum of 3 years of procurement and purchasing experience
· Experience in nonprofit organizations preferred
· Bachelor’s degree or equivalent experience and/or education, preferred
· Proficient in Microsoft Office suite, and familiarity with accounting and HR software.
· Excellent client service and interpersonal skills and professional demeanor in communicating with staff members at all levels throughout the institution, as well as with vendors and others.
· Ability to demonstrate sensitivity to and appreciation for diverse viewpoints, different communication styles, and diverse colleagues and partners.
· Ability to communicate complex compliance issues in simple, understandable terms.
· Ability to perform moderately complex financial and data analysis and customized reporting.
· Must have excellent organizational and interpersonal skills, be highly attentive to detail, and be able to administer multiple projects simultaneously.
· Ability to work well in a team environment and maintain a high degree of confidentiality due to the nature of the position.
Physical Requirements:
The employee is regularly required to sit for extended periods of time, frequently required to walk and stand. The employee must also use his/her hands to operate and feel office equipment and reach with hands and arms. Employee may occasionally climb, stoop, kneel or bend. Employee may occasionally lift and/or move up to 20 pounds. Reasonable accommodations may be made to enable individuals with special needs to perform essential job duties.
EEOP Statement: Community Partners is proud to be an Equal Opportunity Employer, committed to creating a diverse and inclusive workplace. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, sexual orientation, gender identity, national origin, disability, veteran status, or any other protected characteristic.
To comply with applicable laws ensuring equal employment opportunities to qualified individuals with a disability, Community Partners will make reasonable accommodations for the known physical or mental limitations of an otherwise qualified individual with a disability who is an applicant or an employee unless undue hardship would result.
Review of applications will continue until the position is filled; however, the position may close when an adequate number of qualified applications are received. This is a hybrid role requiring 2–3 days per week in the office.
A Live Scan (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position.