Purchasing Assistant Jobs

Western Connecticut State University (WCSU) is a constituent unit of the Board of Regents for Higher Education (BOR), Connecticut State Colleges and Universities. As one of the State of Connecticut institutions of higher learning, this university offers undergraduate and graduate programs that weave together liberal arts and professional education and instill a desire for life-long learning.

We are recruiting for a full-time Purchasing Assistant to support the WCSU Administrative Services Department under the auspices of Finance and Administration, located at Western Connecticut State University, 181 White Street, Danbury, CT. This individual shall provide assistance to the Director of WCSU Administrative Services and other department staff. This position may supervise lower grade employees.

POSITION HIGHLIGHTS:

• Working in an energetic, fast-paced office
• 8:00am - 4:30pm
• 40 hours per week
• Monday - Friday

THE ROLE:

The individual in this role will be responsible for the full range of purchasing related support duties for the WCSU Administrative Services Office. Will serve as a first point of contact for faculty and staff. The focus is on purchasing activities accountable for independently processing routine purchase requests while assisting in the overall preparation and processing of purchase requisitions for equipment, services, and materials. In addition, the individual shall have the ability to make independent judgment, decision making and follow through in carrying out routine technical purchasing functions such as monitoring of term contracts expiration dates, acceptance of bids, tracking and logging of bids and preparing bid tabulations as needed.

In order to comply with Public Act 21-69, the State of Connecticut is no longer asking for resumes during the initial application process. Please ensure that your application is complete prior to submitting. NOTE: At any point during the recruitment process, applicants may be required to submit additional documentation which support their qualification(s) for this position. These documents may include: a cover letter, resume, performance reviews, supervisory references, attendance records, etc., at the discretion of the hiring agency. Questions about these required documents should be directed to the hiring agency's human resources office: [email protected].

This posting may require completion of additional referral questions (RQ’s) which will be sent to you via email after the closing date. Please regularly check your email for notifications, including your SPAM/JUNK folders. You must reply by the deadline indicated on the notification or you will be automatically disqualified from consideration.

Interviews will be limited to candidates whose experience and training most closely meet the requirements and preferred qualifications of the position.

All application materials must be received by the recruiting agency by the time specified on the job opening for the position for which you are applying. Late applications may not be submitted and will not be considered. Exceptions are rare and limited to documented events that incapacitate a candidate during the entire duration of the job posting time period. It is the candidate’s obligation and responsibility to request an exception and provide a legally recognized justification to accommodate such exception. Requests should be made to [email protected].

NOTE: Due to the volume of applications anticipated, we are unable to provide confirmation of receipt or status during the recruitment process. Updates will be provided through your JobAps portal account.

In the Department of Administrative Services, Procurement Division or other state agency this class is accountable for independently processing routine purchase requests while assisting in the overall preparation and processing of purchase requisitions for equipment, services and materials.

STATE AGENCY:

• May interview salesmen and vendors in absence of supervisor;
• Reviews bid proposals for accuracy, completeness and compliance with existing specifications and proper purchasing procedures;
• Selects vendors and obtains quotes as required;
• Assists in recommending contract awards;
• Determines if requested material is under contract or should be purchased by bid;
• May maintain minimum and maximum stock levels, update stock catalog or plan stock purchases;
• Prepares routine purchase requisitions;
• May handle routine vendor problems and/or inquiries;
• Performs related duties as required.
• May type and file purchasing related documents;
• Prepares reports and issues correspondence as required;
• Prepares and processes commitment documents (e.g., purchase orders, lease agreements, rental agreements and personal service contracts) by determining required information and procedures;
• Reviews quotes for conformance to specifications and other pre-established criteria;
• Serves as liaison to vendors and state Bureau of Business Services;
• Reviews all internal purchase requests for accuracy, completeness and conformance to specifications;

• Oral and written communication skills.
• Inventory control procedures;
• Office systems and procedures;
• Interpersonal skills;
• Skills
  • interpersonal skills;
  • oral and written communication skills.
• State purchasing procedures and regulations;
• Knowledge of
  • state purchasing procedures and regulations;
  • office systems and procedures;
  • purchasing principles and procedures for large organizations;
  • inventory control procedures;
• Purchasing principles and procedures for large organizations;

Four (4) years of clerical work involving purchasing or procurement.

Two (2) years of the General Experience must have been at a technical or complex clerical level.

College training may be substituted for the General Experience on the basis of fifteen (15) semester hours equalling one-half (1/2) year of experience to a maximum of two (2) years.

Preference will be given to applicants who can demonstrate in their application materials:

• Excellent written and verbal communication skills Experience providing excellent customer service

• Attention to detail, accuracy, and experience with proofreading

• Proficiency in Microsoft Office including Outlook, Excel, Word, Teams and PowerPoint

• Experience with handling confidential materials/information

• Experience in Higher Education

• Experience with Banner

• Experience with Budgets and Spreadsheets

• Knowledge of the P-card program

• Experience with purchasing activities such as bids and awards

• Overall experience of state purchasing procedures and regulations and inventory control procedures

Persons having responsibility for supervising or observing the behavior of inmates or custodial clients will be required to possess a high school diploma or General Educational Development (G.E.D.) certification by the time of permanent appointment.