PURCHASING OFFICER (HEAD START)

Full Time

Clerical

San Juan, PR, US

GENERAL DESCRIPTION: Responsible for managing and processing various purchasing and financial tasks within the organization. This role involves handling the purchasing needs of multiple program areas, reviewing and approving purchase requisitions, and ensuring timely follow-up on quotations and supplier invoices. The position requires preparing and processing purchase orders, expense reports, and financial documentation, including invoices, payments, and reconciliation. The Purchasing Officer ensures accurate entry and management of financial data in the workflow system and accounting software, and is responsible for maintaining inventory/receiving records and generating financial statements.

• Attend all the purchasing needs of all program areas, ensuring timely follow-up on quotations provided.

• Review and approve purchase requisitions within the workflow system, forwarding them to the Operations Manager for necessary authorization.

• Prepares and manages purchase orders, set obligations and expense reports accurately and efficiently.

• Maintain efficient communications with program suppliers and contractors.

• Receive, verify, and process invoices from suppliers in a timely manner.

• Reconcile and process purchase invoices in accordance with organization policies and procedures.

• Register invoices into the workflow system for further processing and with its proper documentation.

• Accurately input invoice details into the system.

• Address and respond to purchasing requests from program directors and managers.

• Ensure the reconciliation of invoices is performed correctly and in a timely manner.

• Enter payment documentation into the SharePoint or storage platform. Operate accounting software on computers to record, store, analyze, and generate financial documents.

• Verify the accuracy of figures, postings, and documents for correct entry, mathematical precision, and proper code assignment.

• Ensure compliance with federal, state, and organizational policies, procedures, and regulatory requirements.

• Perform financial calculations, including amounts due, interest charges, balances, discounts, equity, and principal.

• Execute general office duties, including filing, answering calls, and handling routine correspondence.

• Classify, record, and summarize financial and numerical data for accurate financial recordkeeping using journals, ledgers, or computer systems.

• Perform debits, credits, and account totals using specialized accounting software, spreadsheets, and databases.

• Match order forms with corresponding invoices and record relevant information.

• Compile budget data and documents based on estimated revenues, expenses, and previous budgets.

• Calculate, prepare, and issue bills, invoices, account statements, and other financial statements in accordance with established procedures.

• Compile and generate statistical, financial, accounting, and auditing reports pertaining to cash receipts, expenditures, accounts payable and receivable, and profit and loss statements.

• Maintain and update accurate inventory records to ensure stock levels are accurately tracked.

EXPERIENCE, EDUCATION, SKILLS & KNOWLEDGE REQUIRED:

• Bachelor’s degree in accounting, finance, office systems, or a related field required

• At least one (1) year of experience in a similar position

• Produce GAAP basis financials via financial software

• Experience with MIP or similar software and report generation preferred

• Physical exam and background checks are required for this position

• Travel required locally or long-distance, up to 10% of the time for work-related meetings and functions.

• Must have a valid driver’s license and reliable transportation

• Head Start experience preferred

• Ability to interact effectively with people from diverse backgrounds.

• Ability to communicate effectively, verbally and in writing

• Demonstrated computer literacy skills, using MS Office applications and other basic data systems including internet navigation

• Must be honest, dependable and able to meet deadlines

• Self-motivated and able to work independently

• Must be discreet, impartial and with high ethical standards

• PHYSICAL REQUIREMENTS & WORK ENVIRONMENT:

• Ability to sit most of the time with some bending and reaching.

• Ability to stand, walk, and bend periodically.

• Ability to engage in repetitive movement of wrists, hands, and fingers – typing and/or writing.

• Ability to work frequently at close visual range (i.e. preparing and analyzing data and figures, accounting, transcription, computer terminal, extensive reading).

• Ability to receive and respond to oral communication.

• Ability to exert up to 10 pounds of force to lift, carry, push, pull, or otherwise move objects.

• Work is generally performed in an office environment.

• Noise level in the work environment is moderate to occasionally loud (examples: business office with computers and printers, light to moderate traffic, human voices).

• Standard office equipment generally used includes:

• Telephone

• Personal Computer (monitor, keyboard, and mouse) or Tablet

• Printer/Photocopy Machine

• Calculator

• Fax Machine

• May be required to operate a motor vehicle during duties.

ORGANIZATIONAL COMPETENCIES:

• LEADERSHIP: Ability of each individual to contribute to the organization’s strategic alignment by acting in an agile, people-centered, and strategic manner. It involves fostering a resilient and participative culture, making evidence-based decisions, and proactively adapting to changes in the environment, regardless of the role held.

• DETERMINATION: Ability to act with broad vision, creativity, and courage, grounding actions in reliable data and rigorous analysis. It promotes a culture of responsible autonomy, informed decision-making, and continuous improvement, where each individual assumes their role with commitment, protects the organizational purpose, and seeks innovative solutions that transform reality.

• COLLABORATION: Ability to build and maintain trusting relationships within and outside the organization by aligning efforts, generating synergies, and strengthening a shared vision. It involves teamwork, effective communication, and strategic cooperation to maximize collective impact.

• FINANCIAL RESPONSIBILITY: Ability to manage financial and non-financial resources ethically, efficiently, and strategically within the workplace. Each individual contributes to collective wellbeing and organizational sustainability by ensuring that decisions and actions are aligned with the mission of service, maximizing impact while avoiding unnecessary use of resources.

ORGANIZATIONAL VALUES:

• CREATIVITY: We promote an environment where new ideas flourish, encouraging imagination, curiosity, and the ability to create solutions that transform lives and communities.

• JOY: We live each day with enthusiasm and optimism, recognizing joy as a force that inspires, motivates, and builds genuine connections among people.

• INTEGRITY: We act with transparency, ethics, and consistency at all times. Our commitment is to do what is right, even when no one is watching, serving as an example for future generations.

• INNOVATION: We continuously adapt and evolve, seeking innovative and effective ways to positively impact the lives of our participants, families, and communities.

• PASSION FOR SERVICE: Our vocation is transformation. We serve with dedication, empathy, and deep commitment to the children, youth, and families of Puerto Rico because we believe in their potential.

• WELLBEING: We promote balance between mind, body, and emotions as the foundation for full development. We foster healthy and safe environments that encourage self-care, mental health, and collective wellbeing.

DISCLAIMER:

The information presented indicates the general nature and level of work expected of employees in this classification. It is not designed to contain, nor to be interpreted as, a comprehensive inventory of all duties, responsibilities, qualifications and objectives required of employees assigned to this job.