Administrative Secretary

Saginaw Valley State University • Lexington, MA

3d • $21 • Onsite

About The Position

Perform routine duties necessary to create and maintain supplier profiles, perform order follow-up duties, assist with monthly and year-end order closing and carryover processes, other duties concerning the purchasing function, and provide clerical assistance to Business Services (Purchasing, Risk Management & Environmental Health and Safety).

Requirements

• Two years of college education.
• Three to five years of office experience, one year of which must have been in a purchasing department.
• Above-average computer skills and the ability to become proficient in a variety of sophisticated software programs.
• Must have the integrity to deal with information of a highly sensitive nature.
• Superior interpersonal skills to interact with faculty, staff, students, and the general public.
• Ability to work independently with minimum supervision; to organize, prioritize, and expedite workflow under demanding circumstances.
• Ability to work under pressure and manage multiple tasks simultaneously.
• Experience handling differing situations and problems in the work routine by exercising judgment based on standard operating policies and procedures.
• Experience and ability to positively interact with all members of the campus community.
• Excellent ability to communicate, both orally and in writing.
• Ability to perform responsibilities of the position with or without accommodation.

Responsibilities

• Create supplier profiles, maintain supplier database, perform supplier profile maintenance, assist with payment fraud prevention.
• Obtain Purchase Order confirmations from suppliers.
• Initiate Purchase Order follow-up communications with suppliers for orders not received or in back-order status.
• Inform requesting department of any questions, issues, or delays.
• Assist requesting department with resolution of any order problems.
• Obtain and inform supplier of any requested clarifications regarding goods or services ordered.
• Perform any duties necessary to process requisitions and complete purchase orders.
• Work with suppliers to resolve order and billing problems.
• Under the direction of the Associate Director of Purchasing, research and obtain price quotations, determine availability of material and/or services from suppliers.
• Answer/refer telephone and email inquiries concerning purchases from faculty, staff, and suppliers.
• Monitor and maintain the Purchasing Department Group email inboxes.
• If assistance is requested by the End User or Buyer, contact suppliers for return authorizations for duplicate shipments, defective orders, etc.
• Prepare packages and all required documentation for the return.
• Place purchase orders with suppliers, including online orders using the SVSU procurement card.
• Maintain, process, and reconcile procurement card by monthly deadlines.
• Process credit applications and tax-exempt forms necessary for existing and new suppliers.
• Assist with the coordination of the processing of vendor billing.
• Maintain all departmental files for purchase orders, quotations, bids, and general correspondence.
• Prepare and type invitations for bid and supplier correspondence as directed by Buyer(s).
• Maintain supplies for the department, including ordering forms from Graphic Center.
• Maintain and process department records.
• Call in repair orders for beverage and snack vending machines on campus.
• Perform other related duties as assigned.

Benefits

• Excellent retirement package and employee benefits.
• Professional development to support and grow employees.
• Prioritizing the health and well-being of our employees through programs and gym memberships.
• Rewarding and recognizing employees' achievements.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree