Assistant Buyer, Procurement

Please make sure to attach your resume to complete your application.

Summary:

The goal of the Procurement team is to competitively source quality goods and services for the various ASPCA locations while ensuring timely deliveries and innovative solutions for the teams we support.  We pride ourselves on being a dedicated collaborative group that is committed to providing a high level of service to the teams directly involved with the animals the ASPCA serves and protects. We procure the medical supplies, food, and enrichment/behavior items which the ASPCA uses to help animals nationwide. 

 

The Assistant Buyer works directly with multiple departments across the organization to meet procurement and fulfillment needs critical to the operations of various ASPCA programs including Kitten Nursery, Canine Annex for Recovery & Enrichment, Humane Law Enforcement, Relocation, Facilities, Back Stock, and other departments as needed. The Assistant Buyer is also the Procurement team’s single point of contact for Workday invoicing, receipting, and payment process exceptions. 

 

Under the direction of the Senior Director, Procurement, the Assistant Buyer performs a wide variety of tasks related to procurement, including (but not limited to): inventory management, order placement and tracking, controlled drugs disposal, and acts as the primary coordinator of the local employee pet food discount program.  The Assistant Buyer must maintain current knowledge of purchasing systems, processes, and procedures. Additionally, the Assistant Buyer, Procurement is also responsible for unpacking merchandise, following SOP-based order verification, re-stocking, and delivering equipment and supplies (medical and otherwise) to departments resident at the ASPCA’s 91st & 92nd St. locations. 

Responsibilities:

Procurement/Internal Client Service (50%) 

  • Manage requests for goods/services from diverse internal client groups, independently choose optimal suppliers to meet client needs, and create and issue purchase requisitions and purchase orders to suppliers using specialized Workday Procurement module knowledge (Value of goods purchased annually by the Assistant Buyer for staffs located at the ASPCA’s 91st and 92nd Street facilities is approximately $250,000) 
  • Ensure that all orders are placed with the appropriate supplier to ensure the best balance of price and quality and in keeping with client group needs and established purchasing agreements/contracts 
  • Monitor and report order tracking status to program group stakeholders for all ASPCA remote locations or where locations may be shared among multiple program groups 
  • Work with Business Systems staff to develop, test, and implement new procurement-related functionality in Workday 
  • Maintain up to date status of items on backorder and alert departments when items are available or recommend appropriate substitutions or alternative suppliers as needed to keep business processes running without interruption.  
  • Fill special orders for clients/employees/other departments on as needed basis 
  • Comparison shop whenever necessary to obtain optimal prices and proactively recommend cost-saving alternatives to department and program group leadership 
  • Follow inventory par levels, adjusting to meet fluctuating needs, and order appropriate replenishment for all internal client departments, preventing stockouts and overstocks 
  • Collaborate with program groups in meeting inventory and purchasing goals, including budget goals and understanding of any variances 
  • Model/encourage a healthy and balanced working environment for self and team using communication, flexibility, and support by strategically prioritizing and completing work projects and tasks 

 

Workday Invoicing and Receipting (25%) 

  • Perform regular maintenance within the Workday Procurement module, including closing purchase orders, ensuring appropriate documentation is uploaded to release supplier invoice payments, and resolving discrepancies 
  • Serve as Procurement Team’s Accounts Payable Self-service administrator, verifying accuracy of department invoices and uploading them to Workday for approval and payment 
  • Procurement department subject matter expert for all projects and implementations related to  Workday invoicing. 

 

Inventory Management (25%) 

  • Organize and maintain storage areas/rooms 
  • Track and expedite orders daily, providing additional support as needed 
  • Receive orders, in compliance with all safety regulations and policies 
  • Verify orders and confirm internal department deliveries
  • Consistently monitor inventory par levels for the 91st street location, ensuring that there are no stockouts or overstocks Us
  • e creativity and problem solving to maximize use of contrained storage areas, with the ability/flexibility to find acceptable solutions or develop short-term operational plans or workarounds when necessary 
  • Provide back up support when Inventory Assistant, Procurement is out of the office 
  • Perform additional duties as assigned by the Senior Director 

Exemplifies the ASPCA’s Core Values: 

  • Has Commitment and dedication to improving the lives of animals 
  • Demonstrates Ownership and feels responsible for outcomes 
  • Believes in Team – that we are stronger together 
  • Seeks to Elevate others and reimagine what is possible 
  • Focuses on Impact, specifically making change for animals  

Qualifications: 

  • Highly organized and must be able to multitask, manage competing demands/priorities, and thrive in a dynamic, high energy environment of tight timelines and multiple stakeholders with diverse priorities 
  • Ability to take information from internal clients and other sources and make informed decisions about product specifications, best available pricing, and quantities required for smooth program operation 
  • Must take initiative to identify customer needs and improvement opportunities and act quickly to capitalize upon them 
  • Must be able to independently manage tasks and report to leadership upon completion of tasks, or when specific guidance is required 
  • Flexible and adaptable with organizational growth and changing needs/requirements 
  • Careful attention to detail – must be able to error-check own work 
  • Strong professional written and verbal communication skills; active listener 
  • Fast learner with the ability to retain information and work with various systems simultaneously 
  • Must be highly proficient in Microsoft Office, specifically Microsoft Excel 
  • Knowledge of Workday, particularly Workday’s Procurement module, is preferred 
  • Strong organizational skills, attention to detail, and record keeping 
  • Exceptional customer service skills 
  • Ability to lift up to 40 lbs. 

Additional Information: 

  • This is a full-time position – onsite at 92nd Street 4 days/week & one day remote 
  • Interest in animal welfare field is required  
  • Experience working with purchasing and ERP software is required 
  • Prior work experience in NGO/non-profit sector will be helpful but is not required 
  • Knowledge of animal-related products and medical supplies preferred 
  • Knowledge of Workday Procurement preferred. 

Qualifications:

See above for qualifications details.

  

Language:

English (Required)

Education and Work Experience:

  

1 year purchasing experience required, 2 years of customer service experience required, Experience working in veterinary/medical operations preferred, High school diploma or GED equivalent is required; College degree preferred, Inventory management experience preferred

COVID Statement:
The ASPCA strives to maintain a COVID-free workplace. To that end, being fully vaccinated is a condition of employment for all ASPCA employees, including new hires, except where prohibited by applicable state or local law. The ASPCA makes reasonable accommodations for qualified applicants with disabilities or sincerely held religious beliefs that prohibit a person from being vaccinated.

Our EEO Policy:

The ASPCA is an Equal Employment Opportunity employer.  All qualified applicants will receive consideration for employment without regard to race, color, creed, religion, sex, national origin, ancestry, gender, gender identity or expression, age, marital or domestic partner status, citizenship status, sexual orientation, disability, genetic information, military or veteran status, or any other characteristic protected by applicable federal, state or local laws, regulations or ordinances.

Applicants with disabilities may be entitled to a reasonable accommodation under the terms of the Americans with Disabilities Act and certain state or local laws.  A reasonable accommodation is a change in the ASPCA’s standard application process, which will ensure an equal employment opportunity without imposing undue hardship on the ASPCA.  Please inform the ASPCA’s People Team if you need an accommodation in order to complete any forms or to otherwise participate in the application process.

Individuals seeking employment are considered without regards to race, color, creed, religion, sex, national origin, ancestry, gender, gender identity or expression, age, marital or domestic partner status, citizenship status, sexual orientation, disability, genetic information, military or veteran status,  or any other characteristic protected by applicable federal, state or local laws, regulations or ordinances.

ASPCA is an Equal Opportunity Employer (M/F/D/V).

Please don’t forget to attach your resume to complete your application.

About Us:
The ASPCA was founded in 1866 on the belief that animals are entitled to kind and respectful treatment by humans and must be protected under the law. As a 501(c)(3) not-for-profit corporation with more than two million supporters nationwide, the ASPCA is committed to preventing cruelty to dogs, cats, equines, and farm animals throughout the United States.

The ASPCA is headquartered in New York City, where we maintain a full-service animal hospital, spay/neuter clinic, mobile spay/neuter and primary pet care clinics, a rehabilitation center for canine victims of cruelty, kitten nursery, adoption center, and two community veterinary centers.

The ASPCA also operates programs and services that extend nationwide. We assist animals in need through on-the-ground disaster and cruelty interventions, behavioral rehabilitation, animal placement, legal and legislative advocacy, and the advancement of the sheltering and veterinary community through research, training, and resources.

At the ASPCA, we are committed to fostering a collaborative and compassionate culture and we welcome all voices to contribute to our lifesaving mission. Our staff represent a vast array of backgrounds and diversity dimensions, bringing with them valuable experiences and perspectives. They join the ASPCA to learn, grow, and continually do their best work on behalf of animals. We are inspired by our staff, partners, and the communities we support across the country who work to improve animal lives. We are committed to diversity, equity, and inclusion at the ASPCA because it elevates our organizational culture, aligns with our Core Values, and enables us to move further and faster toward the ASPCA’s vision – that all animals live good lives; valued by society, protected by its laws, and free from cruelty, pain and suffering.