Purchasing Assistant

This position is responsible for performing routine procurement functions for the acquisition of commodities, equipment, and services in a timely, cost-effective manner, for staff and faculty. Provide excellent customer service to staff and vendors.  Works with Shipping & Receiving to resolve order discrepancies.  This position works under the direction of the Purchasing Manager.

• Provide information to campus customers and various vendors as needed, including policy and procedures. 
• Review and analyze requisitions, for signature authority, check budgets for sufficient funds availability. 
• Research as necessary to locate sources/vendors for purchases and cost alternatives for best pricing. 
• Ensure requisition information is accurately entered into the Ellucian System.
• Process purchase orders.
• Prepare purchase orders and place orders with external vendors or as it applies to the request.
• Place online orders when needed.
• Perform related procurement activities as assigned.
• Accept purchase orders and submit invoices to Accounts Payable.  
• Review all utility invoices. Create spreadsheets for utility usage and cost. Submit invoices to AP or pay online.
• Issue monthly purchase orders for various departments.
• Assists with issues such as delayed deliveries, receiving, damage issues, pricing issues.
• Responsible for processing daily mail for the department and distributing it accordingly.
• Send out tax exemption certificates to vendors.
• Prepare Excel reports and track the following: Monthly vending machine purchases; fuel expenses from all credit card purchases and maintenance fuel purchases.
• Performs office administrative duties, filing requisitions, maintains all files and records according to record retention laws.
• Order janitorial supplies.
• Assist with Reiver PCard Program. Review monthly charges of all employees. Correct account number issues, verify purchases and report non approved purchases. Help card holders with account issues. 
• Use and maintain a college issued credit card for online purchases and reconciliation.
• Reconciliation of all college issued travel cards.
• Help with RFP bidding requirements and quote processes.
• Serving as back up for mailroom; responsible for sorting incoming mail, processing outgoing mail and packages, receiving and delivery of packages.
• Serving as back up for the copy center;  responsible for processing all copy requests.  

• Associate Degree or Program Diploma preferred and 3+ years of experience in an applicable role; or equivalent combination of education and experience.
• Experience with an online purchase requisition and purchase order system.
• Strong research skills, ability to analyze data.
• Excellent verbal and written communication skills and ability to articulate in both small and large group settings and with diverse groups of people including co-workers, students, business contacts and at various levels from front-line to administration.
• Strong organizational skills including the ability to multi-task, to meet deadlines, to maintain and access paper and electronic files, to produce error-free final products, and to manage time and output.
• Excellent customer service skills required.
• Proficient use of Microsoft Office products (Outlook, Word, Excel).
• Ability to read, write and speak English fluently.
• Enthusiastic and dedicated to the challenges of helping other people.
• Ability to function collaboratively as part of a fast-paced, customer-oriented team.
• Professional in communications, appearance, relationships, and responsiveness.
• Positive attitude.
• Ability to maintain strict confidentiality at all times.
• Self-starter with the ability to perform with little or no direct supervision and accept direction on given assignments.
• This position requires a high level of professionalism and strict adherence to ethical standards.
• Ability to pass a background check, have a valid U.S. driver's license and good driving record.

• Normal Office
• Other Physical requirements (note):.
  • The employee frequently is required to sit for extended periods of time and use hands to operate computer keyboard, telephone, basic office equipment, mailroom equipment, copy center equipment, pallet jacks, handcarts and other material handling equipment.
  • While performing the duties of this job, the employee is regularly required to talk and hear.
  • Ability to drive company owned vehicle.
  • Must be able to perform physical activities, such as, but not limited to, lifting, bending, standing, climbing, walking, kneeling, sitting, squatting, push/pull objects, turn/twist body, reach in any direction, perform repetitive tasks and lifting up to 50 lbs. unassisted.  Must be able to work safely in an environment containing toner dust, chemicals, vapors, and high noise levels using personal safety measures.