Materials Management Parapro/Pro (Buyer)

Fort Valley State University•Fort Valley, GA

17d

About The Position

FORT VALLEY STATE UNIVERSITY (FVSU), a state and land-grant institution of the University System of Georgia, invites applications for the position of Materials Management Parapro/Pro (Buyer). Fort Valley State University, the only 1890 land-grant university in Georgia, is a comprehensive institution that provides an education to over 2,800 students including graduate students. The university is located in the town of Fort Valley in Peach County, the original site of the state's peach industry. Its 1,365-acre (5.52 km2) campus is Georgia's second-largest public university in area. Fort Valley State University is an affirmative action, equal opportunity institution and does not discriminate against applicants, students, or employees on the basis of race, gender, ethnicity, national origin, sexual orientation, religion, age, disability, or marital or veteran status. JOB SUMMARY: The position involves managing the procurement process for the Agricultural Research Department, ensuring the timely processing of purchase orders. Key responsibilities include pre-checking requisitions for accuracy, expediting requisitions into purchase orders, assisting requesters with entry issues, and advising them on whether to use statewide contracts or open market purchases. This role requires notifying relevant parties of necessary corrections or documentation, obtaining signatures on dispatched purchase orders, and maintaining a spreadsheet of processed orders. Periodic follow-ups on outstanding orders and supporting the Procurement Office staff are also part of the duties. Minimum qualifications include a bachelor's degree in a related field, at least two years of procurement experience with PeopleSoft Financials, strong organizational and communication skills, and the ability to work under pressure. Preferred qualifications include a Georgia Certified Purchasing Associate (GPCA) Certificate or willingness to obtain it, and knowledge of Georgia procurement policies and federal guidelines. This role may require occasional travel for training and meetings.

Requirements

Bachelor's degree in related field.
Minimum two years of procurement experience and using the PeopleSoft Financials platform.
Organized, detail oriented and results oriented.
Good communicator and team player who can work across multiple departments.
Excellent problem ‐ solving skills, personal initiative, and foresight to analyze and solve problems to achieve goals and objectives.
Strong time management skills: ability to multi ‐ task and prioritize duties.
Ability to work under deadline pressures.
Understand and meet the needs of internal and external customers.
Knowledge of computer and job-related software programs.
Technology troubleshooting skills.
Ability to travel to trainings and attend professional meetings/conferences occasionally.

Nice To Haves

Georgia Certified Purchasing Associate (GPCA) Certificate or complete the required coursework within seven months from the date of employment to earn the GCPA Certificate.
Knowledge of the State of Georgia procurement policies and procedures including the Order of Precedence, Georgia Procurement Manual (GPM), National Institute of Governmental Purchasing (NIGP) Codes, Official Codes of Georgia Annotated (OCGA), Georgia Procurement Registry (GPR), and the Department of Administrative Services (DOAS).
Knowledge of federal guidelines related to buying services and goods with federal funding.

Responsibilities

Ensure the prompt processing of purchase orders for the Agricultural Research Department.
Pre ‐ check requisitions for accuracy in item descriptions, NIGP codes, account codes, supporting documentation, valid and current quotes.
Notify requesters and end users if corrections and/or more documentation is needed; reopen requisitions for correction and cancel requisitions as needed.
Expedite requisitions into purchase orders; process created purchase orders: select PO types, add comments/documentation (i.e., signed contracts, bid documentation including Notice of Award, revised quotes) and review suppliers' addresses for accuracy.
Help requesters with issues related to requisition entry and requirements.
Notify the end users accordingly when it is best to order from a statewide contract for goods and services versus an open market purchase.
Perform tasks such as getting dispatched purchase orders signed by the procurement director and posting purchase orders to O drive.
Distribute via email a file copy of purchase orders to requesters and the supplier's copy to end users for order processing; notify the Accounts Payable department of purchase orders posted to the O drive.
Maintain spreadsheet of all purchase orders processed.
Periodical and end ‐ of ‐ year responsibilities: follow ‐ up on outstanding purchase orders with the end users and then notify the procurement director when purchase orders can be closed or remain open for further processing.
Support the Procurement Office staff in their activities as needed.
Perform related duties as assigned by supervisor.