Position Title: Purchasing Assistant
Department: Office of Business Services (BSE)
Division: Business Services (BSA)
Employee Status: Full-time
Type: Support Staff Association (SSA-Union)
Grade: 10
Salary: $20.27-$21.50
FLSA: Non-exempt (hourly)
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Reporting Relationships
Reports to: Director of Business Services Manager
Supervision Exercised: None
Job Summary
Assist in the purchasing of all products and services utilized at Rock Valley College. Provide procurement and clerical support to all areas of Business Services. Process requisitions initiated by College departments through the enterprise resource planning (ERP) software. Setup and maintain Business Services’ records. Conduct training and provide campus-wide support pertaining to Business Services’ procedures. Perform all Business Services functions as needed.
Essential Duties and Responsibilities include the following. Related duties may be assigned.
1. Have complete knowledge of the College’s purchasing process from handling quotes, to the creation of purchase orders, to submitting orders to the vendors
2. Have complete knowledge of the College’s Purchasing Policy and Procedures
3. Knowledge of enterprise resource planning (ERP) software Purchasing module
4. Knowledge of the state statutes, the Illinois Public Community College Act, and other state and federal laws as they pertain to public purchasing
5. Work with College departments to acquire quotes on varied items for College needs
6. Create purchase orders from requisitions entered by campus departments
7. Enter requisitions for Business Services, and for other departments as needed
8. Process Business Services’ invoices for payment
9. Assist in the review and documentation of purchasing processes and procedures
10. Assist in interviewing vendors and analyze new products for the College
11. Research products and acquire pricing for purchase orders
12. Assist in maintaining the purchasing module setups within the College’s ERP software
13. Conduct training and provide campus support for all Business Services’ procedures
14. Run reports to maintain workflow of the procurement cycle
15. Run monthly reporting process for various accounts
16. Assist year-end processes for the purchasing department
17. Create and maintain vendors in ERP Purchasing module and the bid database
18. Organize and maintain the Approved Vendor List both in digital files and on the College’s Intranet, and train and provide support to campus on the use of the list
19. Work with Accounts Payable to resolve issues with vendor invoices and payments
20. Audit and problem solve outstanding purchase orders
21. Develop bid specifications, conduct the bid process, and evaluate responses with direction from supervisor
22. Responsible for maintaining the College’s bid page on the website
23. Responsible for advertising bids and creating and maintaining the physical and digital bid files
24. Responsible for ensuring timely resolution of vending issues on all campus locations
25. Maintain all aspects of Business Services’ internal SharePoint
26. Work with the on-campus food vendors to maintain level of service to campus locations
27. Assist the Maintenance (POM) and IT staff for placement of furnishings
28. Assist in the management of the copier program for the College
29. Responsible for the maintenance and problem resolution of staff and student PaperCut accounts to ensure copier and printing expenses are charged correctly to all users
30. Management of various business accounts for procurement purposes
31. Secure travel arrangements for faculty, staff, sports teams, and student clubs
32. Assist P-Card Administrator in maintaining P-Card reports and documentation from P-Card users
33. Assist in preparing reports for Administration and the Board of Trustees
34. Operate general office equipment.
35. Regular attendance is expected
36. Using tact and courtesy, the ability to establish and maintain effective relationships with persons contacted in the course of work
37. Support Business Services departments as needed
Qualifications
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Minimum Qualifications
Associate’s degree and a minimum of two years’ experience or equivalent combination of experience where comparable knowledge, skills, and abilities have been achieved.
1. Experience using Microsoft Suite
2. Experience using Adobe software (Acrobat Pro)
3. Must be able to multi-task, problem solve, and meet deadlines
4. Must be detail oriented
5. Must possess the ability to understand instructions provided in various formats, as well as the ability to apply policies and procedures to assigned tasks.
Preferred Qualifications
Experience with Ellucian colleague software or similar ERP software. Prior experience in Purchasing is preferred.
Work Environment
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee regularly works in an office setting.
