Purchasing Agent

Job DetailsJob Location: Morgantown Office - Morgantown, WV 26508Position Type: Full TimeEducation Level: High School DiplomaJob Shift: DayJOB TITLE: Purchasing/Fleet Coordinator Updated: 8/2026 DIVISION: Operations REPORTS TO: Operations Manager FLSA STATUS: Non-Exempt WORK HOURS: Monday – Friday 8AM - 5PM NATURE OF WORK: The Purchasing/Fleet Coordinator serves as a centralized Operations resource  for agency purchasing, supply and inventory management, and fleet administration. The position  coordinates the cost-effective procurement of materials, supplies, and services; maintains  accurate purchasing and fleet tracking records; supports appropriate inventory levels across  agency programs; and helps ensure fleet operations remain safe, compliant, and efficient. The  position exercises appropriate independent judgment within established agency policies,  procedures, budgets, and approval requirements. ESSENTIAL DUTIES: • Serve as the primary Operations point of coordination for agency purchasing, supply  tracking, inventory management, and fleet administration. • Source and evaluate suppliers, compare and negotiate pricing, select vendors as  appropriate, and create purchase orders within established agency policies, budgets,  approval requirements, and purchasing procedures. • Maintain detailed and accurate purchasing records in designated agency tracking systems,  including request status, vendor information, order information, expected delivery  information, and supporting documentation. • Provide timely communication to program leadership regarding the purchasing process,  order status, significant delays, expected shipments, and deliveries requiring coordination. • Maintain vendor relationships and resolve delivery, quality, availability, or pricing issues. • Submit completed purchase orders and required supporting documentation to  Finance/Accounting for reconciliation and payment processing in accordance with  established procedures. • Monitor supply utilization and inventory levels across agency programs and develop  standardized replenishment practices that support appropriate stock levels while reducing  unnecessary purchasing, shortages, and excess inventory. • Conduct or coordinate routine physical inventories at designated residential sites and other  locations as assigned, maintain accurate inventory records, and identify replenishment  needs. • Use purchasing and inventory information to identify trends, standardize commonly used  items when appropriate, improve vendor and pricing decisions, and support responsible  stewardship of agency resources. • Maintain a detailed and current shared fleet tracking record, including vehicle  assignment/location, registrations, inspections, preventive maintenance, repairs and  service history, and other required fleet information. • Ensure vehicle registrations, inspections, required documentation, preventive  maintenance, repairs, and scheduled servicing remain current. • Coordinate vehicle maintenance, repairs, inspections, and servicing, including transporting  vehicles when needed as part of routine fleet responsibilities. • When assistance from employees outside the fleet function is needed, coordinate that  assistance through the appropriate supervisory channels based on operational need and  staff availability. • Monitor fleet usage, fuel consumption, vehicle condition, and maintenance trends to  support safe and efficient utilization of agency vehicles. • Assist with the acquisition, assignment, reassignment, and disposal of fleet vehicles and  equipment. • Ensure required driver information is maintained and assist with verification of licensing and  training requirements in accordance with agency policies and procedures. • Maintain driver information in applicable insurance and fuel card systems and coordinate  updates as needed. • Maintain organized purchasing, inventory, and fleet records that provide leadership with  visibility into open, pending, delayed, and completed work and support continuity during  staff absences or transitions. • Identify opportunities to improve purchasing, inventory, and fleet processes and participate  in implementation of approved workflow, tracking, and automation improvements. • Other duties as assigned. QualificationsMINIMUM QUALIFICATIONS: • Ability to perform Essential Duties as outlined below. • High School diploma or equivalent. • 2+ years in purchasing, fleet management, inventory management, or another  administrative role. • Strong organizational and time management skills. • Proficient in Microsoft Excel and able to maintain detailed electronic tracking records. • Ability to read, write, understand, and speak the English language. • Ability to effectively communicate verbally and in writing with agency staff, vendors, and  external organizations. • Must demonstrate integrity and comply with confidentiality requirements concerning client  rights, HIPAA regulations, and purchasing and accounting transactions and records. • Strong attention to detail and accuracy. • Ability to manage multiple priorities and projects while meeting deadlines. • Ability to work with limited direct supervision while following established departmental  processes, reporting relationships, and safety procedures. PREFERRED QUALIFICATIONS: • Associate’s or Bachelor’s Degree