Assistant, Procurement-1

Austin Community College•Austin, TX

12d•$48,630 - $55,284•Onsite

About The Position

The Assistant, Procurement administers the College’s credit card programmes and provides assistance to internal and external business partners in accordance with the applicable laws, administrative rules, and Board of Trustees’ policies. The Assistant, Procurement role is pivotal to the Business Services Office completing timely and accurate strategic procurements that provide the best value for the College, while utilizing efficient and effective business processes.

Requirements

Procurement terminology and processes.
Ability to process invoices, requisitions, and purchase orders.
Supplier databases.
Online ordering systems.
Maintaining an established work schedule onsite at the designated work location.
Provides administrative support, and is knowledgeable about the supplier setup and registration process, maintains data in the applicable repositories, and conducts research.
Ability to communicate clearly orally and in writing, listen to co-workers' directives, and provide exemplary customer service to business partners and stakeholders.
Self-motivated individual who can work independently or as part of a team in a fast-paced environment with changing deadlines.
Effectively uses organizational and planning skills while paying attention to detail and following through to task completion.
Responsible person who adheres to the College's protocols and guidelines.
Maintains the confidentiality of work-related information and materials.
Establishes and maintains effective working relationships.
Use a variety of spreadsheets, word processing, database, and automated financial software.
One year of related work experience.
High school diploma or educational equivalent.

Nice To Haves

Knowledge and experience with automated financial/purchasing systems.

Responsibilities

Provides customer service assistance to budget authorities and end-users within and outside the Austin Community College District (ACC); follows up with vendors regarding all outstanding purchase orders, including inquiries for items or invoices not received by departments or Procure to Pay (P2P) department.
Assists with assignments affiliated with the Small Business Development Programme (SBDP) designed to improve the small and local business community's exposure to ACC's procurement needs.
Provides system administration for the College's credit card programme(s), including processing credit card requests, researching transactions, updating merchant codes, communicating with cardholders in-person, on the phone, and in writing.
Closing past due and defunct Closing past due and defunct accounts, conducting credit card audits with the assistance of artificial intelligence (AI), user set-up and approval, and account maintenance.
Maintains various databases for recording items received, price changes, and purchase order changes; updates the database for supplier onboarding and updating processes.
Conducts internet research for buyers to determine sources of supply prior to major procurements or award of contracts.
Sends out requests for quotes and determines the best value offered by suppliers in relation to small-dollar purchases.
E-files and maintains a repository of documents relating to the procurement process.
Distributes documents, including requisitions and purchase orders, to business partners; assists in expediting payments to suppliers in coordination with Invoice to Cash (I2C).
Provides administrative assistance in relation to supplier setup, bids and requests for proposals as required.
Ensures compliance with procurement policies, administrative rules, statutes, business processes, procedures, and guidelines.
Assists internal and external business partners and buyers with requisitions, processes purchase orders and honorariums; logs requisitions and makes small purchases; and performs other duties as assigned.
Works in a team environment to perform a plethora of administrative or procurement-related tasks.
Assists with ongoing initiatives, projects, and special projects as assigned.
Collaborates with others to address our business partners’ concerns.
Helps to research and compile data for stakeholders.
Provides recommendations for new procedures or best practices to improve efficiency.