Summary of Position
Founded in 1901, ChildCareGroup’s (CCG) mission is to drive generational change by advancing early learning, family stability, and workforce opportunity.
The Purchasing Coordinator II supports this mission by performing procurement and contract‑related activities that ensure CCG’s programs have timely access to the materials, supplies, and services they need to operate effectively. Under the direction of the Director of Procurement, the Purchasing Coordinator processes purchase orders, monitors vendor communication, maintains purchasing records, and assists with contract renewals in compliance with State of Texas procurement laws, the Texas Workforce Commission’s Financial Manual for Grants and Contracts (FMGC), and CCG’s internal purchasing policies. This role provides essential customer service and technical guidance to internal departments, helping ensure purchasing practices remain accurate, efficient, and aligned with organizational standards.
Responsibilities and Essential Job Functions
- Serve as the primary point of contact for purchasing onboarding, training, and system access for new and existing employees, ensuring users have appropriate access and a clear understanding of procurement policies, procedures, purchasing systems, and organizational purchasing requirements.
- Assist with testing, troubleshooting, and resolving purchasing system and workflow issues, escalating complex matters as needed to ensure continuity of operations.
- Assist with purchasing reporting, data tracking, audit preparation, and documentation management to support departmental objectives, compliance requirements, and internal controls.
- Work alongside the Senior Purchasing Coordinator to manage daily purchasing activities, coordinate workflows, share responsibility for departmental priorities, and ensure seamless, timely, and efficient support of purchasing operations across the organization.
- Issue purchase orders and associated change orders for all ChildCareGroup Centers, Homebased Programs, and assigned home office departments.
- Follow up with suppliers to confirm delivery lead times and dates and communicate estimated delivery information to internal customers.
- Maintain purchasing records, including purchase requisitions, purchase orders, contract binders, and the Procurement Department’s document repository.
- Request proof of insurance when applicable, prepare and route contract documents, and issue award letters upon completion of the award process.
- Process contract renewals assigned, including notifying Procurement leadership of expiring contracts 90 days in advance, issuing renewal letters to vendors, and updating tracking spreadsheets to ensure timely renewals and complete contract files.
- Review and process invoices accurately and in a timely manner.
- Provide routine guidance to internal departments on daily purchasing practices and procedures.
- Adhere to the Agency’s core values in all interactions and responsibilities.
- Performs all other duties as assigned.
Education and Experience
- Bachelor’s degree in related field required; experience may be accepted in lieu of a degree.
- Two or more years of administrative support experience, procurement or buying experience, or an equivalent combination of education, training, and experience.
- Considerable knowledge of standard State of Texas procurement laws.
- Ability to gather, interpret, and provide departmental information effectively.
- Ability to independently answer routine inquiries and questions related to procurement.
- Ability to understand and follow oral and written directives; work well under pressure; manage multiple tasks; and prioritize and organize work assignments.
- Ability to maintain confidentiality, demonstrate a professional and positive demeanor, and interact courteously with staff and vendors.
- Skilled in basic mathematics.
- Proficient in the use of common office equipment and Microsoft Office applications.
Equipment
- Computer, telephone headset, fax, scanner and all office equipment and general office equipment
Travel and Compliance
- Valid Texas driver's license required
- Driving record must comply with CCG's automobile insurance carrier requirements
- Must have liability insurance coverage and reliable personal transportation
- Ability to travel locally or out of town as required
- Mileage reimbursement is offered when applicable
- Must submit to and successfully pass all required CCG and Partner Program background checks throughout employment. These include FBI, Fingerprinting, Neglect and Abuse, Federal, State, Local, and Sex Offender background checks. Background check requirements may be expanded at the discretion of CCG and Partner Programs.
Physical Demands
- Work requires normal physical effort with minimal lifting requirements of items weighing 25 pounds or less
- Visual attention
- Manual dexterity/coordination
Employment At-Will
This job description is not an employment contract and does not alter the at-will nature of employment. Employment with ChildCareGroup is at will, meaning that either the employee or ChildCareGroup may terminate the employment relationship at any time, with or without cause or advance notice, subject to applicable law. Nothing in this job description creates a promise or guarantee of continued employment.