Procurement Services Assistant
Job Title: Procurement Services Assistant
Classification: C4
Department: Procurement Services
Updated: January 2019
Job Summary
Provides quality customer service in which discretion concerning the university’s policy and procedures is required, supports the Procurement Services team, and oversees the clerical operation of the Procurement Services Department.
Responsibilities
Essential Functions:
- Process various electronic purchasing documents and determine the appropriate method of processing in a time-sensitive manner. Follow-up on all documents that are not complete or accurate.
- Create new vendor records and maintain changes to existing vendor records in Banner.
- Responsible for collaborating with IT and Accounts Payable to evaluate and identify processes that can be enhanced and/or implemented through the use of Argos, OnBase and Banner. This includes report writing, workflow, forms development, testing etc.
- Update and maintain purchasing department website in accordance with GVSU standards.
- Document and maintain department processes, including, but not limited to daily tasks, data collection and reporting, Banner procedures, and standard departmental procedures.
- Review purchase requisitions and other related documents for compliance with the purchasing guidelines as presented in the university administrative manual.
- Document and communicate to the Director of Procurement Services all purchasing related documents and processes that are not in compliance with the university administrative manual for immediate follow-up and correction.
- Review all requisitions for compliance with independent contractor guidelines and collaborate with university staff in procurement services, originating department, accounts payable, payroll and/or human resources to evaluate the proper treatment to be in compliance with IRS regulations.
- Process and maintain all information in a confidential and professional manner.
- Train new campus users on the purchase requisition process in Banner. Provide follow-up assistance in a timely manner to campus users having problems in processing requisitions, document approval, data search, deleting purchasing documents and other problems as needed.
- Participate in conducting annual training sessions to the university campus in group settings.
- Assist with purchasing card activities as requested by the Director of Procurement Services.
- Assist with training and coordinating the work of student employees.
- Assist with vendor direct bill accounts.
- Follow up on delinquent purchase orders with vendors.
- Process and circulate vendor profile reports.
- Organize surplus store property pick-up forms. Act as liaison between surplus store and department requesting property to be picked up.
- Enter photos, product description and pricing for the surplus store online. Keep site updated.
- Update and maintain surplus store website.
- Assist with event planning, promotional materials, correspondence and other documents as requested.
- Assist with Purchasing Card audits as directed by the Director of Procurement Services.
- Update and maintain schedule of the Director of Procurement Services.
- Other related duties as assigned by the Director of Procurement Services.
Non-Essential Functions:
- Enter requisition data to the Banner purchasing system to generate purchase orders.
- Print, proof, separate and distribute purchase order copies.
- Process purchase order change orders and delete requisitions as necessary.
- Assist with the processing of small dollar orders; looking for the most efficient way to process these orders and working with the departments to understand the most efficient way to process small order transactions.
- Assist with the assembly and distribution of quotations, requests for proposal and bid documents.
- Distribute credit application and tax-exempt information.
Required Qualifications:
- High school graduate or equivalent
- Minimum of four years of relevant work experience
- Demonstrated administrative and organizational skills
- Minimum of 4 years of experience in procurement services or related experience
- Demonstrated experience in developing and maintaining positive interpersonal relationships
- Demonstrated success in providing excellent customer service
- Demonstrated high level communication skills
- Demonstrated experience in using business software with a preference for purchasing software
- Demonstrated experience to successfully organize and prioritize workload
- Demonstrated experience to work under pressure and meet deadlines
- Demonstrated experience to successfully maintain satisfactory work performance and attendance records
- Demonstrated experience to successfully work independently
- Demonstrated experience to successfully handle multiple demands efficiently
- Demonstrated experience to successfully handle differing situations and problems in the work routine by exercising excellent judgment.
Preferred Qualifications:
- Bachelor’s degree or significant progress towards degree; preferably with a business related major
- Demonstrated skills in providing training in a group and/or individual setting
- Demonstrated ability to create and modify reports utilizing information contained in software database
- Banner Experience
Supervision Received:
Receives supervision and work assignments from a designated supervisor, although other staff members in the unit may provide work direction.
Supervision Exercised:
May direct the work of student employees.
Physical Demands:
- To perform this job successfully, an individual must be able to perform each essential function satisfactorily. Must have the physical stamina to work long hours and/or more than 5 days per week. The requirements listed are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- The information contained in this job description is for compliance with the Americans with Disabilities Act (A.D.A) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.