GENERAL DESCRIPTION
Under the direction of the Associate Vice President of Finance, the Procurement Specialist will manage the full lifecycle of procurement activities related to federal and state-funded programs. This position is responsible for coordinating, tracking, and documenting procurement processes from initial planning to final audit readiness, ensuring full compliance with applicable federal, state, and local procurement regulations.
While working in direct partnership with Program Operations, this position will be the designated procurement authority JA1 MB2 and subject matter expert on state-specific procurement protocols as they evolve across different geographies. This role ensures that procurement activities are compliant, consistent, and well-documented, supporting the long-term integrity and scalability of government-funded initiatives JA3
PRIMARY DUTIES AND RESPONSIBILITES
Sourcing :
Manage all aspects of procurement, from sourcing and vendor selection to contract negotiation and execution. Develop and implement effective sourcing strategies to identify and secure cost-effective, high-quality vendors and suppliers. Maintain a comprehensive procurement tracker. Partner with Program Operations to support procurement planning and vendor sourcing. Build and maintain strong, ethical relationships with vendors and suppliers. Develop and update procurement policies and procedures to ensure transparency, fairness, and compliance with all regulations.
Compliance: Draft, review, and manage procurement contracts JA4 and agreements to protect the organization's interests and ensure all terms and conditions are met. Identify and mitigate procurement-related risks, including supply chain disruptions, non-compliance, and financial exposure. Maintain compliance with documentation standards including W-9s, SAM registration, debarment checks, and insurance verification. JA5 Track evolving procurement regulations by state and ensure internal protocols align with each funding agency's requirements. Collaborate with Finance and Program Operations to ensure documentation is audit-ready and stored properly. Conduct monthly reviews for vendor compliance. Purchasing: Manage procurement workflows in accordance with government-funded grant requirements. MB6 Draft and maintain professional service agreements (PSAs), award letters, and non-award notifications. Develop and manage RFQs and procurement packets, ensuring alignment with state-specific requirements. Conduct and document a cost reasonableness analyses, Independent Cost Estimates JA7 , and vendor evaluation scoring. Collaborate with internal teams to forecast procurement needs and manage the budget effectively, striving for cost savings without compromising quality. Prepare documentation for reimbursement and self-certification
Administration:
Train staff on procurement workflows and documentation expectations. Serve as a liaison across departments and vendors. Identify workflow inefficiencies and recommend improvements.
WORKING RELATIONSHIPS
Internal: HBI Executive Team, and staff at all levels
External: Community channel partners, vendors, contractors and system(s) end users
QUALIFICATIONS:
REQUIRED:
Education: Bachelor's degree in Public Administration, Business, Finance or related field; or equivalent work experience.
Experience: A minimum of 3 years of experience in procurement, compliance, grant administration, and/or contracts management.
PREFERRED:
Experience with federal or state-funded procurement, HUD/CBDG, WIOA or similar programs. Understanding of procurement policy at the state or municipal level. Bilingual in English/Spanish Proficiency in Microsoft Office products
WORKING CONDITIONS:
Usual office-type conditions Domestic travel as required in-state and out of state (up to 20% annually).
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