Senior Purchasing Assistant Jobs

Title: Senior Purchasing Assistant

Division: Finance and Administration

Department: Procurement

FLSA Status: Non-Exempt

Salary Range: Grade 7: $15.47/hour

EEO Job Group: 5 E5

Position Summary

The University of Southern Indiana is accepting applications for Senior Purchasing Assistant.

Provide administrative support for a wide range of assignments related to procurement of goods and services.

Duties/Responsibilities

• Provide support to the Procurement department in the distribution of bid documents for the formal bidding process.
• Serve as primary department contact for campus.
• Serve as liaison for Xerox copier machine.
• Manage purchase order changes. Obtain proper financial manager approvals. Process requested changes in the system and correspond change orders with vendor, department, and Accounts Payable as applicable. Serve as backup support to procurement buyers with new vendor registrations. Record any other related vendor information, create, and maintain all vendor records.
• Schedule USI training room for bid openings, trainings, and meetings.
• Evaluate and approve/reject Travel Pre-Approvals submitted by departments. Verify accuracy and completeness of information.
• Other duties as assigned.
• Serve as primary campus contact for vending machine issues and repairs.
• Oversee imaging and retention of Procurement Department documents. Perform daily scanning of documents while monitoring image quality. Work with the manager of Procurement Operations to maintain policies and procedures on safeguarding sensitive vendor data in the imaging system.
• Email system generated orders for supplies, equipment, and services to vendors.
• Manage construction contract process by obtaining required signatures, scanning, and retaining contracts.
• Review system generated transactions ($500 and below) submitted by departments and verify accuracy and completeness of information. Issue purchase order once review is complete.
• Prepare sales tax exemption certificates and vendor credit applications for new and existing vendors.
• Assist Manager of Travel and Credit Card Operations during peak periods with filing, scanning, and answering phones.

Required Knowledge And Skills

• Ability to work independently with moderate supervision while also functioning as a team required.
• Ability to make independent judgments and work with a diverse group of University staff and external individuals required.
• High school diploma or GED.
• Attention to detail required.
• Strong interpersonal skills including written and oral communication required.
• Three years office experience required.
• Good organizational skills with the ability to handle multiple tasks required.
• Knowledge of computers, word processing, spreadsheet, and electronic mail software required.

Preferred Knowledge And Skills

• Previous experience with accounting systems preferred.
• Previous accounting experience or post-secondary education in accounting or related field preferred.

About USI

The University of Southern Indiana is a public higher education institution located on a beautiful 1,400-acre campus in Evansville, IN. We offer employees exceptional benefits! Benefits for this position include:

• Full tuition fee waiver for employees/75% for spouses and dependent children.
• Retirement plan where the University makes the total contribution equivalent to 7% of annual salary.
• Accrue up to 10 paid vacation days per fiscal year – accrual increases after 4, 7, and 11 years of service
• Affordable medical, dental, vision, life and short term and long-term disability insurance plans.

For more information about the benefits that USI offers, please visit www.usi.edu/hr/benefits.

About The Department

The primary purpose of Procurement at the University of Southern Indiana is to provide efficient services to all departments of the University in the purchasing of supplies, equipment, goods, and services. The state requirements for efficient business practices make it essential that uniform policies and regulations relative to purchasing procedures be in place.

We are the conduit between the vendor and the University family for the flow of goods and services. The established expertise and apparatus to satisfy the needs of all constituencies is our added value. We are sustained by a responsive and flexible structure that provides a repository of:

• Vendor and product capability
• Product availability and cost
• Budgeting information
• Sourcing
• Legal implications
• Market data and trends

Ours is a cumulative benefit to the University family, providing real dollar and real-time savings to all users.

Application Process

Click “Apply Now!” near the top right of this page to complete an application and upload application materials. Application materials should include:

• Resume
• Cover Letter

Pre-Employment Screening

A background check will be required for employment in this position.

Authorization to Work in the United States

USI typically will not sponsor an employment-related visa for this position.

Interview Accommodations

Persons with disabilities requiring accommodations in the application and interview process please contact the manager of Employment at [email protected] or (812) 464-1840. Contacting the manager of Employment is intended for use in seeking disability-related accommodations only. For general applicant inquiries, contact Human Resources at [email protected] or (812) 464-1815.

EEO Statement

The University of Southern Indiana is an EEO/AA employer. All individuals including minorities, women, individuals with disabilities and veterans are encouraged to apply.