Purchasing Contract 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, 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 and Purchasing Staff 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.
Post RFPs to State website. Post addendums to RFP's to State website.
Analyzing RFP's and present information.
Prepare and track all contracted vendor external websites and data for
Assistant Director without supervision.
Enlist the assistance of subordinate students when required and train them
on aspects of procurement.
Perform administrative tasks as filing, 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. Contacting end-users regarding
finalizing transactions, and closures.
Processing advanced queries in Paymentnet, Campus Reporting System, and
PeopleSoft.
Update and maintain external procurement websites. Process new
applications, create and close accounts and employee profiles and run
reports 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, questions and
time line for processing requests.
Scrubs old records for correct state retention.
Utilizes People Soft financials to create,edit and close Purchase Orders
and Vendors.
Investigate information pertaining to contracts, vendor and Purchase
Orders via Peoplesoft and Campus Financial Reporting.
Minimum Qualifications
MBA 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
summer, spring and fall, and breaks and holidays.
Wages
$18.00/hr
Contact
Kym Coogan 978.542.7323
