IT Buyer (9038)

IT Buyer (9038)

Lutheran Services Florida (LSF) envisions a world where children are safe, families are strong, and communities are vibrant.

LSF is looking for a Qualified, talented IT Buyerwho wants to make an impact in the lives of others.

This position is a Hybrid work environment with majority of work performed remotely.

Purpose and Impact:

Under the direction of the VP Information Technology, the IT Buyeris responsible for day-to-day Information Technologyprocurement and purchasing activities of the company in compliance with State, Federal and LSF regulations and policies. This includes but is not limited to the comparison and evaluation of products offered to determine if they align with the needs of the organization, and the coordination of all Requests for Quotes, Proposals and Bids.The IT Buyermust abide by federal, state, and grant regulations and always maintain high ethical standards in all processes. Additionally, the IT Buyer will work closely with the companys Procurement departmentas the ITLiaison to establishITprocurement standards, procedures, participate in assigned IT related projects, and provide backfill assistance to the companys procurement department personnel.

Essential Functions:

• Assists with vendor, supplier and contractor identification, specifications and accompanying documentation for company-wide procurement systems.
• Ensures compliance with all state and federal regulations and requirements governing non-profit organizations.
• Working in collaboration with key staff, designs, implements, and maintains a purchasing process that is effective and efficient for IT Services to all company programs.
• Directly negotiates with contractors to obtain the best price available.
• Drafts and solicit Requests for Quotes, Proposals and Bids
• Reviews submitted bids/quotes for completeness
• Sends Notice of Awards (when necessary)
• Generate and issue purchase orders based on requisitions and approved purchase requests. Verify accuracy of purchase order details, including quantities, prices, and delivery information.
• Collaborate with vendors to confirm order details, delivery schedules, and resolve any discrepancies. Maintain positive and professional relationships with vendors to facilitate effective communication.
• Work closely with various departments, such as procurement, finance, and project management, to gather necessary information for purchase order creation. Collaborate with team members to ensure alignment between purchase orders and organizational needs.
• Monitor and track the status of open purchase orders to ensure timely deliveries.
• Coordinate with suppliers and internal teams to address any issues related to order fulfillment.
• Follow up on outstanding purchase orders to maintain accurate procurement records.
• Initiates vendor setup process
• Consolidate and organize all documentation to adhere to procurement compliance, encompassing but not limited to, debarment checks, price analysis, supporting quotes, justifications, and Purchase Request Forms.
• Collaborate with the Procurement Department to facilitate the acquisition of all required signatures for contracts and leases.
• Ensure that all required paperwork is received and fully executed by the vendor/provider.
• Ensure all required documentation is uploaded to the organizations Contract Management system and Microix.
• Collaborates closely with the Procurement department to monitor contracts, ensuring timely requests for renewal and renegotiation as needed.
• Responsible for monthly audits and reviews to ensure compliance and accuracy of all purchasing activities
• Assists in collecting invoices and Davis-Bacon certified payroll, as needed. Additionally, facilitates the submission of payment requests upon completion of work to ensure prompt vendor payments. Conducts a three-way match, aligning receiving, purchase order, and invoice receipt.
• Resolves vendor contractor grievances and claims against suppliers.
• Projects future IT purchasing needs to ensure the demands for the organization are met withoutinterruption, as well as the budgetary needs of the organization.
• Establishes and maintains effective relationships with vendors, the public, and all department heads.
• Continually reviews, revises, and implements purchasing instructions, policies, and procedures.
• Performs other related duties as assigned.

Other Functions:

Note: The duties above are illustrative and not exhaustive. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position. Depending on assigned area of responsibility, incumbents in the position may perform some or all of the activities described above.

Physical Requirements:

Reasonable accommodation may be made for otherwise qualified persons with disabilities. Energy, persistence and stamina sufficient for extended working hours. Some travel may be required.

Education:

Bachelor's degree from an accredited college or university in Business Administration, Public Administration, Logistics or Supply Chain Management or related field required.

Experience:

Minimum three (3) years purchasing, fiscal, procurement or contract experience excellent written and oral communication skills, ability to work in a team environment and working knowledge of federal contracts and grants management and federal regulations and reporting requirements governing non-profits. At least two years of experience utilizing purchasing, acquisition or vendor management software to track and monitor purchases and budget. Head Start and/or Early Head Start experience preferred.

Also required: Successful completion of a Level II background screening, local criminal record check and drug screening prior to hiring.

Knowledge, Skills and Abilities:

• Must possess well-developed management and administrative skills.
• Strong verbal and written communication skills.
• In-depth knowledge of purchasing principles and practices.
• Strong understanding of legal codes and stringent guidelines established by federal and state law
• Ability to work effectively and collaboratively with all types of personalities in a team environment.
• Strong analytical and reasoning ability with numerical skills.
• Ability to choose the right mathematical methods or formulas to solve a problem.
• Planning and organizational skills.
• Ability to establish credibility and be decisive.
• Ability to maintain high ethical standards at all times.
• Exceptional organization skills and attention to detail are required and the candidate must be able to meet designated deadlines.

Other: Must demonstrate sensitivity to our service populations cultural and socioeconomic characteristics and needs.

Principal Accountabilities:

• Reports to VP Information Technology
• Team player with co-workers, funders, community stakeholders, subcontractors and collaborators
• Accurate, complete, and timely submission of required reports, forecasts, proposals and analyses
• Cost effective company operations
• Adherence to company policies and management practice

Why work for LSF?

LSF offers 60 programs across the state of Florida serving a wide range of populations in need.Mission Driven staff members become part of the LSF community while transforming the lives of those in need. Our staff additionally find growth opportunities as they explore areas of interest within theorganization.

Amazing benefits package including:

• Medical, Dental and Vision
• Teladoc (24/7 online access to doctors)
• Employee Assistance Program (EAP)
• Employer paid life insurance (1X salary)
• 13 paid holidays + 1 floating holiday
• Generous PTO policy (starting at 16 working days a year)
• 403(b) Retirement plan with 3% discretionary employer match OR 3% student loan repayment reimbursement
• Tuition reimbursement

Lutheran Services Florida embraces diversity, equity and inclusion in all business practices. LSF is proud to be an equal opportunityemployer.