Office Services Assistant
Appalachian Agency For Senior Citizens Inc•Cedar Bluff, VA
•$42,609 - $45,888•Onsite
About The Position
The Office Services Specialist performs centralized purchasing functions for the agency, ensuring all procurement activities follow established policies, funding requirements, and internal controls. This role manages purchase requests, purchase orders, and procurement documentation. The position supports cost-effective purchasing, maintains compliance with agency policies, and ensures timely coordination with Accounts Payable for invoice processing and vendor payments.
Requirements
- High school diploma required
- 1–2 years of purchasing, procurement, or administrative experience.
- Proficiency with purchasing or accounting software and Excel.
- Understanding of procurement processes and vendor management.
- Strong communication, organization, and attention to detail.
- Excellent data entry skills.
- Must have an eye for detailed information.
Nice To Haves
- Associate degree preferred
- Experience in a public agency, nonprofit, or grant-funded environment.
- Familiarity with state procurement rules.
- Experience coordinating with finance or AP teams.
Responsibilities
- Process, code, and enter invoices for several programs with correct GL and funding allocations.
- Enter various reoccurring monthly invoices into Microix purchasing system, as well as centralized purchasing for various central office programs.
- Create, issue, and track purchase orders.
- Assist with vendor contracts, renewals, and supporting documentation.
- Assist with fixed assets-purchases of $5,000 or greater.
- Collect W-9s and maintain approved vendor lists, to be perpetually up to date.
- Track vendor performance and document issues.
- Maintain complete procurement files for audit readiness.
- Ensure compliance with procurement policy, grant rules, and state requirements.
- Maintain segregation of duties between purchasing and payment functions.
- Provide AP with POs, quotes, and receiving documentation for three-way match within Microix.
- Resolve discrepancies between invoices, POs, and deliveries.
- Coordinate purchasing timelines to support timely vendor payments.
- Maintain digital procurement files.
- Prepare purchasing activity and vendor usage reports.
- Use accounting and purchasing system (Microix) to enter POs and track orders.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
