Purchasing/Facilities Manager

Valley Mountain Regional Center (www.vmrc.net) is one of California?s 21 nationally recognized centers for comprehensive services to developmentally disabled children and adults.  We are a private not-for-profit corporation that serves developmentally disabled children and adults in a 5-county region of Northern California.  We have three office locations: the main office in Stockton and field offices in Modesto and San Andreas.  Our total caseload is over 9,100 children and adults, and our annual contract with the State of California exceeds $100 million.  We offer our employees excellent benefits, including CalPERS retirement and health insurance; Dental coverage for employee and family; Vision care plan for employee and family; Life & Accidental Death and Dismemberment Insurance, Long-Term Disability Insurance, Generous vacation, sick leave, bereavement leave plus 15 ? paid holidays; Flexible work schedules; IRS 125 Cafeteria Plan; and Employee Assistance Plan.

 

General Statement of Duties:  Under the general direction of the Director of Fiscal Services, the Purchasing/Facilities Manager is primarily responsible for administrative functions such as purchasing, supplies inventory, mail processing, front desk reception, and facilities management

 

Working Conditions and Physical Requirements:  The majority of duties are performed in an office.  Manual dexterity for repetitive typing and data entry utilizing computers and calculators.  Considerable use of vision for proofreading numbers, correspondence, printouts, reports, etc.  Sitting for extended periods of time.  Stooping, lifting, reaching overhead and horizontal carrying of files, records and supplies to work areas.  The incumbent must be able to travel locally and out-of-town occasionally including occasional over night stays.  May occasionally be called to the facility outside of normal business hours to deal with facility emergencies.

 

Minimum Position Requirements: Bachelors Degree in Business Administration and one year of purchasing/facilities management experience or Associates of Arts degree preferably in business administration and four years increasingly responsible purchasing/facilities management experience.  Experience with Microsoft PC applications and spreadsheets required.  A minimum of two years of supervisory experience required.  Knowledge of purchasing/facilities management terminologies, practices, and procedures. Ability to work effectively with others.  Knowledge of office methods and procedures as they relate to mail room operations.

 

Responsibilities:

 

1. Maintains a thorough working knowledge of and adheres to organization policies and procedures.

 

2. Develops, recommends, and documents policies, standards, procedures, and metrics as they relate to the purchasing and facilities management functions so that supplies and equipment are purchased ensuring high quality at the lowest possible cost.  The purchasing and requisitioning procedures should include specific administrative approval levels based on dollar value of procurements. 

 

3. Keeps immediate supervisor well-informed of activities, results of efforts, and problems identified. Identifies and analyzes problems. Recommends and implements solutions to those problems.

 

4. Respects confidentiality in discussing consumer, staff, volunteers and fiscal matters.

 

5. Assures compliance with the terms and conditions of contracts especially including all lease arrangements.

 

6. Becomes thoroughly knowledgeable, interprets and implements regulations and guidelines of federal and state governments as they relate to the regional center purchasing and facilities management.

 

7. Develops levels of inventory for each specific inventory item to maintain adequate stock with the smallest invest of funds.

 

8. Maintains excellent working relationships with vendor organizations assuring that VMRC is presented professionally and positively

 

9. Trains, supervises, and evaluates assigned staff.  Assures cross training of assigned staff.

 

10. Participates in management meetings and routinely conducts team meetings.

 

11. Implements technology initiatives necessary to achieve organizational goals.

 

12. Maintains the encumbrance file including research and removal of items that should be disencumbered according to proper accounting procedures.

 

13. Manages the administrative functions of the mailroom assuring timely and accurate distribution of incoming and inter-organizational mail.  In addition, assures that outgoing mail is processed in a timely and cost-effective manner.

 

14. Manages the relationship with the outside janitorial services.  Assures that facilities are clean and well maintained.

 

15. Works directly with landlords and/or repairmen to maximize the comfort and working conditions in all facilities.

 

16. Takes a leadership role in negotiating facilities leases and also in developing new facilities

 

17. Leads and manages all facility moves to ensure the best utilization of space and resources.

 

18. Other job related duties as assigned.