Purchasing Assistant Jobs

Position Summary
The position is responsible for executing discretionary procurements up to $125,000 including working with the New York State Attorney General’s Office as well as the Office of the State Comptroller. Individual will audit and process employee reimbursements and utility vouchers for the campus.
Compliance
Major Responsibilities:

• Work with SUNY Legal to review contract and PO terms and conditions for procurements up to $125,000.
• Review and verify that areas of department website related to position are up to date and communicate with supervisor if any changes are needed.
• Work with campus MWBE coordinator to set goals or obtain waivers on procurements to ensure compliance.
• Utilize electronic filing system (OnBase) to maintain documents related to the position.
• Create and maintain work manuals for all job-related duties.
• Keep current with all regulatory and governmental requirements related to accounts payable and SUNY procurement.

Procurement/Contracts

• Work with OGS to properly administer OGS state contracts.
• Work with vendors, Accounts Payable, Facilities Management, Business Office, and SUNY to resolve procurement related problems.
• Coordinate vendor responsibility compliance and consultant reporting for assigned projects
• Point of contact for review and execution of speaker agreements.
• Become proficient with purchasing information systems.
• Submission of contracts, addendums, and documents to OSC , AG, SUNY Administration.
• Execute procurements up to $125,000 – Create and issue bid documents, including specifications, evaluations tools and charts. This will include the use of electronic sourcing software (currently – Red Dragon Sourcing).

Accounts Payable

• Audit and process campus utility payments
• Audit and process employee reimbursements

Training

• Participate in SUNY and NYS professional development related to job duties.
• Develop and administer campus wide training on NYS and SUNY Policies and procedures related to position duties.

Purchasing Operations

• Act as backup for processing vouchers in the absence of Office Assistant
• Act as a backup for processing employee travel reimbursements and Travel & NET card Vouchers in the absence of the Program Aide
• Other projects/assignments within the scope of the position and related to position duties in support of purchasing operations as directed by immediate supervisor.

Required Qualifications

• Experience working independently and as part of a team
• Experience with written and oral communication skills
• Experience with and evidence of effective utilization of Microsoft Office (i.e., Word, Outlook, Excel)
• Experience prioritizing multiple tasks, duties, and/or projects with critical deadlines and following through to completion.
• Experience with roles that require organization and time management skills
• Experience acting in a role that requires attention to detail
• Bachelor’s degree or associate degree with at least 3 years business related experience

Education/Experience
Preferred Qualifications:

• Two or more years of experience in a procurement-related field (highly preferred: NYS / SUNY procurement experience)
• Experience working in higher education.
• Two or more years of experience in an accounts payable-related field
• Bachelor’s degree in a business-related field

Skills

• Ability to quickly grasp policies.
• Comfortable with learning to utilize new software and technology to improve efficiency.