Purchasing Administrative Technician

Position Summary:

Provide technical assistance to the purchasing area as well as the college community in the acquisition of goods and services and oversee the data input and history maintenance for all aspects of the on-line information system. This position will also provide technical assistance to the college community for all aspects of purchasing data input and history maintenance.

Essential Job Duties and Responsibilities:

• Responsible for the processing of college-wide requisitions, purchase orders and change orders using the financial on-line information system.
• Responsible for processing requisitions for Purchasing department.
• Responsible for the administration of the financial system vendor file changes; acquiring W-9’s from new vendors and performing new vendor set-up.
• Apply problem solving techniques for the college community regarding information and answers to questions related to the budget and financial on-line information system.
• Make recommendations for the resolution of problems related to follow-up inquiries and communications with vendors, suppliers, and the Receiving department regarding orders and their status; process cancellations, substitutions, returns, exchanges and avoid duplications or incorrect shipments.
• Monitor and follow up on all open purchase orders to ensure items are received and invoices have been paid so that the purchase order can be closed.
• Maintain accurate listing of all open and closed purchase orders for current fiscal year.
• Upload all relevant college purchase records to digital filing system.
• Obtain quotations, prices, discounts, and delivery dates; review item substitutions on purchase orders.
• Provide office services for the Purchasing area, which include answering/taking phone messages, receiving, screening, and directing College staff, students, vendors, and community members to provide assistance to their requests or direct them to the proper Purchasing staff person.
• Research departmental purchases, assign requisitions, maintain supplies, materials and forms as needed making use of Amazon and Staples purchasing process.
• Other duties as assigned.

Related Duties:

• Assist auditors with verification of Purchasing records and capital outlay acquisitions.
• Perform backup duties within the Budget & Purchasing department as requested.

Minimum Required Knowledge, Skills and Abilities:

• High School diploma or GED equivalent and 24 credit hours in related coursework and three (3) years relevant work experience OR the equivalent education and work experience.
• Ability to perform technical and analytical problem resolutions.
• Must assume responsibility for workload organization, time management, and priority setting with a minimum of supervision.
• Must be able to work independently, coordinating a variety of tasks, organize work time accordingly and complete responsibilities by all deadline dates.
• Strong interpersonal skills to communicate effectively with college personnel and the public and to contribute to team activities.

Additional Preferred Qualifications:

• Experience in a purchasing and/or budget environment desirable.