Assistant, Procurement

Austin Community College District•Highland, CA

8h•Onsite

About The Position

To provide administrative support and assistance to buyers; process requisitions and purchase orders and ensure compliance with purchasing guidelines.

Requirements

Purchasing terminology and processes.
Invoices, requisitions, and purchase orders.
Vendor databases.
Online ordering systems.
Maintaining an established work schedule.
Accepts, logs, and forwards payments to an ACC Cashier Office.
Prepares and processes purchase orders.
Provides administrative support, knowledgeable about the vendor setup and registration process, maintains data in the applicable repositories, and conducts research.
Communicates effectively verbally and in writing, including grammar and punctuation, while using tact and diplomacy to interact with multicultural stakeholders.
Possesses the ability to listen to business partners while simultaneously adhering to protocols and guidelines.
Able to 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.
Provides exemplary customer service to internal and external business partners.
Maintains the confidentiality of work-related information and materials.
Establishes and maintains effective working relationships.
Use a variety of spreadsheet, word processing, database, and automated financial software.
One year 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 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.
Places and releases office supply and various purchase orders.
Provides system administration for online ordering system including processing and releasing orders, user set up and approval, and maintenance.
Maintains various databases for recording items received, price changes, and purchase order changes; updates vendor database for e-vendor processes.
Conducts internet research for buyers to determine sources of supply prior to major purchases or award of contracts.
Sends out requests for quotes and determines the best value offered by vendors in relation to small dollar purchases.
Files and maintains purchase orders, blanket orders, and vendor applications.
Distributes mail, requisitions, and purchase orders to the P2P department; assists in expediting payments to vendors in coordination with Accounts Payable (A/P).
Provides administrative assistance in relation to vendor setup, bids and requests for proposals as required.
Ensures compliance with procurement policies, 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.