Procurement Assistant – Purchasing and Vendor Relations
Performs general functions associated with and in support of the Purchasing
Department. Such duties may include but are not limited to Purchasing
Department functions, data and record maintenance, filling, copying, verbal,
and written communications, external website profile maintenance for Staples,
Dupli, Grainger, Amazon, Procard (company credit card) and Uber. Peoplesoft
vendor and Purchase Order creation and editing. RFP's and contracts. Report
creation, querying data and data analysis. Creating vendor walk throughs and
meetings. Works collaboratively and alone on projects. Assists with contracts
and online systems training.
Duties and Responsibilities
Assist the VP and Assistant Director of Purchasing in processing contracts
and projects through all stages from implementation to completion.
Projects include preparing information for auditors, spreadsheets,
correspondence with vendors, convening with managers, prepare agenda's,
transcribe notes, and formulate meeting minutes for committee
distribution, and requests. Review contracts, work with legal counsel, red
lining, send vendor correspondence and maintain contract data integrity.
Prepare and track all contracted vendor external websites and data for
Procurement Systems Manager without supervision.
Enlist the assistance of subordinate students when required and train them
on aspects of procurement.
Perform administrative tasks as filing, copying, mailing, collating,
scanning, establishing meetings, formulate meeting minutes.
Responsible for reports as assigned.
Procard; process new applications, create and close accounts and employee
profiles, hierarchy adjustments and creation, vendor hard coding,
canceling, and increasing spending limits.
Processing advanced queries in Paymentnet and PeopleSoft.
Update and maintain external procurement websites. Process new
applications, create and close accounts and employee profiles in the
Dupli, Staples, Grainger, Amazon, Uber Eats and Home Depot SSU web sites.
Upload documents in OnBase.
Follow procurement standards in conjunction to State and University Policy
and Standards as they synchronize with State of Mass regulations.
Approves work done by subordinate students.
Finds means to streamline processes, implements policies for streamlining
and conducts analysis to cut down on quantity of contracts.
Scrubs old records for correct state retention.
Utilizes People Soft financials to investigate vendor and Purchase Order
Information.
Assists with monthly training sessions.
Minimum Qualifications
MBA or BSBA candidate with major in ODS at SSU with experience working in
business and specifically a business office preferred. Experience working with
public and answering phones and emails. Strong writing and communication
skills, advanced Microsoft Office skills -excel and analysis. Interact in a
professional manner with staff, management, vendors, etc. Purchasing
experience is a plus. Prior Purchasing work experience. Ability to work 20
hours per week during the spring and fall, and during breaks and holidays.
Wages
$17.00/hr
Contact
Kym Coogan 978.542.7323
