Job Description
Purchasing Administrator
Extend-A-Family Waterloo Region
ROLE:
As a key member of our administrative support team, the Purchasing Administrator helps ensure the smooth running of the agency processing invoices and purchase requests on behalf of families and individuals supported. They will work primarily with the Adult Services team to ensure prompt reimbursement for eligible expenses, educate staff and people supported on accompanying paperwork, and support program staff in identifying or correcting missing items. The Purchasing Administrator will also make purchases from online vendors in discussion with Support Coordinators and those they serve. This position is a great opportunity for someone who has a love of problem solving, appreciates the sight of a stack of papers getting smaller, and seeking ways to empower others.
HOURS AND PAY:
- 37.5 hours per week
- Band 5, starting rate: $24.14 - $25.60 per hour
- Enrollment in EAFWR base benefit package after 3 months of regular employment.
QUALIFICATIONS:
- 1-2 years experience related to administration, data entry, and customer service.
- Strong working knowledge of computer applications (ie. word processing, database, email and internet use).
- Excellent organizational and time management skills, oral and written communication skills.
- Demonstrated experience handling confidential/sensitive information.
- Ability to meet deadlines while maintaining exceptional attention to detail.
- Direct experience working with people living with developmental disabilities, and their families or other networks is preferred.
- Specific experience with Developmental Services Sector funding types is preferred. (Passport, SSAH, FamilyHome, CPS).
CORE COMPETENCIES
Building relationships
Creative Problem Solving
Facilitating Growth and Development
Resilience
Valuing Equity, Diversity, Inclusion, and Belonging
The requirements listed are guidelines. Candidates do not have to satisfy every requirement or meet every qualification to be considered. Best serving our community requires greater diversity of background and personal experiences. Applicants with lived experiences with mental health, disability, or who identify as BIPOC, 2SLGBTQ+ are encouraged to apply, and to seek accommodations as required to support their candidacy.
RESPONSIBILITIES AND FUNCTIONS
Reporting to the Program Manager the Purchasing Administrator will:
Provide administrative support on behalf of families and individuals served:
- Receive reimbursement information from families and individuals served
- Verify required information, and format submissions for processing by finance team.
- Identify missing information on submissions and referring to specific team members for detailed follow-up.
- Remain up to date on changing guidelines and funder expectations
- Maintain strict confidentiality for service users
Provide purchasing support for EAFWR programs:
- Promptly process requests for purchases as requested by program staff
- Ensure required documentation and notes are completed related to purchases. Adhering to internal processes and requirements of the funder
- Credit Card expense Reconciliation
- Consult with program staff navigating submission processes and expense eligibility issues
- Assist with administrative tasks such as filing, compliance preparation, and process updates
Provide Support to EAFWR administration:
- Act as short term backup coverage for various admin roles within the organization.
- Maintain awareness of and adherence to relevant guidelines, policies and procedures.
- Promote the growth of an organizational culture that is both inclusive and anti-oppressive.
- Participate in training and staff development as requested/required.
- Provide documents or report relevant to the position as requested by EAFWR.
