Purchasing Assistant Jobs

Purchasing Assistant - District Office

PRIMARY FUNCTION: Work under the direction of the Chief Procurement Officer of the contracts and purchasing services department in the management of the daily operations and projects of the department.

Essential Job Functions

Coordinates new copier installations across the College. Maintains project and payment log for contracted copier lease program. Validates all invoices and process budget transfers accordingly.

Maintains Banner vendor database. Reviews and processes new applications and oversee all updates to records are compliant with TEIN reporting requirements.

Ensures insurance and conflict of interest documents are on file, complete and current for all suppliers. Responsible for state reporting of various supplier forms and updates to the website are in accordance with state reporting requirements. Also responsible for Legislative Budget Board (LBB) form collection, federal vendor certifications, and conflict of interest records.

Oversees the College-wide bottled water contract, installations, and accounting. Responsible party for all delivery, billing and contract-related matter.

Administers College-issued cell phone and wireless program. Maintains database and reporting requirements for college-issued cell phone and wireless program. Screens requests, authorizes new service and ensures contract compliance for all service and billing matters.

Serves as the College's Amazon business account manager. Responsible for all user access and user issues. Troubleshoots any user account issues. Compiles monthly and ad hoc usage reports for spend reporting.

Logs and updates vendor performance records, sole source documentation.

Performs Contracts and Purchasing general departmental office duties. Generates departmental reports, and related communications. Maintains departmental files relative to procurement solicitations and contracts to comply with Texas records retentions laws. Facilitates responses to audit requests, public information requests in accordance with the Texas Public Information Act.

Additional Job Functions

Serves as back-up procurement card (Pcard) Administrator for training purposes, customer service and cardholder assistance. Serve as backup to buyers when needed for general purchasing responsibilities.

Compile and edit monthly packages for monthly Board meetings for all purchasing and construction related submissions. Manages the monthly Board summary report for college-wide dissemination.

Oversees and updates the internal and external department web pages.

Review and approve all equipment requests and coordinate service for all service locations. Point person for problem resolution with suppliers regarding deliveries, billing issues, etc.

Responsible for fiscal-year-end purge and reporting of vendor system.

Knowledge, Skills And Abilities

Ability to demonstrate the College values

Able to work with minimal supervision

Strong knowledge of desktop software applications including Microsoft Office (Word, Excel, PowerPoint and Outlook)

Excellent oral and professional workplace communications skills

Excellent public relations and customer service skills

Ability to interface with employees at all levels within the organization as well as vendors and contractors

Must be very detail-oriented and possesses both self-starter and multi-tasking skills

Required Education

High school diploma or equivalent

Preferred Education

Associate degree

Required Experience

At least 3 years of business experience. (A bachelor's degree may be accepted in lieu of two years of experience.)

Customer service experience

Preferred Experience

Experience with self-managed projects and utilizing strong spreadsheet skills

Experience in procurement operations

Experience with public procurement law and vendor relations

Knowledgeable in web page design and editing

Knowledge of Banner enterprise management system software

Note: This position has opportunity for limited remote work arrangements with appropriate approvals and in accordance with the policies, procedures, and needs of the College.

Salary Grade: 14

Salary is based on the Board-approved salary schedule for the current fiscal year. See Salary Schedule

Requisition Number: req4619

Posting Close Date: 8/18/2023