Buyer, Procurement & Inventory Control

The Buyer, Procurement & Inventory Control role supports organization-wide procurement and inventory coordination within the Support Services Division by managing purchasing and procurement process control across inventory and non-inventory categories. The role serves as a key operational partner to internal departments by providing procurement guidance, reviewing purchasing requests for budget alignment, and ensuring products and services reflect approved branding standards, program objectives, and organizational policies. Through preparation, critical thinking, and active participation in cross-functional discussions, this position contributes informed recommendations that support consistent decision-making and efficient project execution. The position applies independent judgment to maintain procurement integrity, support inventory planning through usage analysis and reorder decisions, and uphold financial accountability.

Primary Job Duties:

  1.) Execute procurement activities for inventory and non-inventory purchases using approved vendors, purchase order processes, and established procurement standards.

  2.) Review non-inventory purchasing requests to confirm appropriate departmental budget alignment and provide guidance to internal clients regarding product specifications, branding standards, materials, and ordering methods that support program objectives and organizational policies.

  3.) Support and execute physical inventory processes for the Print Center, Stockroom, and the off-site warehouse location, including count preparation, reconciliation, and discrepancy research within Sage X3.

  4.) Review and process invoices, including price verification, coding accuracy, approvals, and entry into Sage X3 while resolving outstanding or incomplete documentation.

  5.) Participate in project planning and cross-functional discussions by preparing in advance, evaluating information, and contributing informed recommendations during decision-making processes.

  6.) Monitor procurement reporting and inventory usage trends, including low stock indicators, to support reorder planning decisions and recommend next steps.

  7.) Support print and form related initiatives through vendor coordination, proof review, and participation in pricing or revision projects.

  8.) Manually enter Print Center production usage in Sage X3, upload internal order data through export processes, review documentation for accuracy, identify discrepancies, and process orders to meet required dates.

  9.) Maintain structured digital and physical procurement records supporting documentation control, audit readiness, and process consistency.

10.) Contribute to continuous improvement efforts that strengthen procurement practices, inventory coordination, and workflow efficiency across the organization.

Required Skills, Knowledge and Competencies

•Knowledge of procurement practices for inventory and non-inventory purchasing

•Quickly comprehends new information and applies training independently with minimal supervision

•Proficiency in Microsoft Office Suite (Outlook, Excel, Word, Teams) and experience with ERP systems: Sage X3 preferred

•Strong organizational skills with attention to detail and documentation control

•Ability to review invoices, verify pricing, and maintain procurement records

•Critical thinking skills with the ability to prepare for meetings and contribute to decisions

•Ability to interpret internal client needs and provide guidance aligned with branding and policy standards

•Strong communication and collaboration skills across departments

•Ability to analyze inventory usage and support reorder decisions in a deadline-driven environment.

•Ability to work independently while contributing effectively in a collaborative team environment with professional communication and balanced participation.