Purchasing Assistant

Provides administrative and budgetary support for department staff and leadership, and other units within logistical services. Executes purchase orders and blanket purchase orders.

• Creates purchase orders and other purchasing-related documents in the human resources management system. Provide documentation to supplier and requesting department as well as maintain documentation for purchasing records. Processes purchase orders, acknowledgments, packing slips, and other purchasing-related documents, including data entry into various systems.
• Manages department email, processes incoming and outgoing mail, monitors and orders supplies. Provide customer service. Assist departments, and suppliers with non-routine questions regarding the University purchasing process and guidelines.
• Manages all department files including procurement cards and executes bill payments. Manages certificates of insurance file. Handles administrative and office management duties for all units within the department. Records employee time in the payroll system.
• Processes bank deposits and journal entries for department purchases and reimbursements for surplus sales and reconciles accounts. Assist accounts payable with invoice research, vendor information and analyze the status of payments.
• Develops training materials for purchasing manual. Researches & recommends improvements for purchasing processes. Participates in processes & system upgrades through end-user training for upgrades.

Minimum qualifications based upon job documentation and industry best practices. Any current employees not meeting these qualifications will be grandfathered until they move to a different job.

• Associate's degree or two years' college coursework in a related field from an accredited institution.

• One year's relevant experience.
• Working knowledge of word-processing, spreadsheet and database software.
• Strong interpersonal, written and verbal communication skills.
• Strong attention to detail.
• Knowledge of basic accounting principles.

Office or other indoor work with minimal physical demands such as occasionally lifting or moving materials less than 25 pounds.

Work is generally performed in a well-lit, temperature-controlled indoor environment with occasional exposure to the outdoors or any number of elements.

Revised: 2023-11-09