Procurement Associate - Shared Services Help Desk

The Pennsylvania State University • University Park, FL

13d • Hybrid

About The Position

The Penn State Office of Central Procurement team is searching for Procurement Associates. Central Procurement has a vision to develop and execute sound business and cost-effective Purchasing solutions to enable the teaching, research, and service mission of the University. Procurement Associates review, prepare, verify and approve shopping carts within established dollar limits and guidelines in the University system in order to process purchase orders to various suppliers for departments; verify fair and reasonable pricing and documenting purchase order files in accordance with University policies and procedures; correspond with suppliers and customers to solve problems, share information, and ensure accurate payment. The successful candidate will: Prepare, edit, and process purchase orders within establish dollar limits and University policy Contact vendors and suppliers for quotations, and follow up on outstanding purchase orders Ensure all transactions meet government regulations and University policies and procedures Assist Procurement Managers and Agents with vendor research and negotiations; obtain information on price, delivery, payment, specifications, and purchase order terms Use a variety of electronic systems and databases to import and create documents, track vendor information and payments, create auctions, compose correspondence, create and process purchase orders, requests for proposal, and various financial transactions Identify and resolve discrepancies; obtain vendor certifications and certificates of liability insurance when required Assist in monitoring internal and external customer satisfaction May perform general office duties such as mail distribution, answering phones and greeting visitors May supervise staff members, including hiring, development, and performance management This position offers a flexible work arrangement that combines remote and on-campus work. Typically requires 2-3 days in office per week. Questions related to flexible work should be directed to the hiring manager during the interview process.

Requirements

• Excellent customer service skills
• Ability to maintain confidentiality regarding sensitive documents and situations
• Demonstrated ability to multitask and meet deadlines
• Effective decision-making skills
• Excellent organizational skills and problem-solving abilities
• High level of accuracy in work and attention to detail
• General Equivalency Diploma (GED) or High School (HS)
• 2+ years of relevant experience; or an equivalent combination of education and experience accepted

Responsibilities

• Prepare, edit, and process purchase orders within establish dollar limits and University policy
• Contact vendors and suppliers for quotations, and follow up on outstanding purchase orders
• Ensure all transactions meet government regulations and University policies and procedures
• Assist Procurement Managers and Agents with vendor research and negotiations; obtain information on price, delivery, payment, specifications, and purchase order terms
• Use a variety of electronic systems and databases to import and create documents, track vendor information and payments, create auctions, compose correspondence, create and process purchase orders, requests for proposal, and various financial transactions
• Identify and resolve discrepancies; obtain vendor certifications and certificates of liability insurance when required
• Assist in monitoring internal and external customer satisfaction
• May perform general office duties such as mail distribution, answering phones and greeting visitors
• May supervise staff members, including hiring, development, and performance management

Benefits

• Penn State provides a competitive benefits package for full-time employees designed to support both personal and professional well-being.
• In addition to comprehensive medical, dental, and vision coverage, employees enjoy robust retirement plans and substantial paid time off which includes holidays, vacation and sick time.
• One of the standout benefits is the generous 75% tuition discount, available to employees as well as eligible spouses and children.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED
• Number of Employees: 5,001-10,000 employees