Purchasing Assistant

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The Purchasing Assistant is responsible for timely and accurately processing all documentation related to college purchase orders, as well as assisting with other purchasing activities. Responsibilities include effectively communicating internally with various departments at the college, effectively communicating with external vendors, performing and coordinating routine administrative duties, and assisting with the college’s purchasing card program.
Creates purchase orders after reviewing requisition information to ensure all information is accurate, including appropriate purchasing method, required approvals, backup documentation, proper account structure, vendor identification and compliance with college procurement policies and procedures.
Establishes new vendors and manages current vendor information in the college database, ensuring that all required documentation has been received.
Transmits purchase orders to vendors in a manner requested by internal requisitioner. Serves as the primary contact for vendor/staff inquiries regarding the status of purchase orders.
Receives, examines, and processes all requests for change orders and maintenance activities on purchase orders, such as cancellations, line items, price, and other adjustments.
Provides guidance, training, and functional support to end users for the Colleague purchase order system.
Manages college wide purchasing relationships that require special purchasing processes or the distribution of discount cards.
Assists with the promotion of continuous improvements for the performance of the college’s entire supply chain. Assists in the development of strategic sourcing solutions to achieve cost efficiency and streamline purchasing processes.
Requirements:
An A.A. degree, preferably in a business related field, and two years of related experience.
The ability to communicate clearly, effectively, and professionally with vendors and college employees.
The ability to learn and apply all purchasing procedures, contract administration procedures and cost center manager responsibility procedures correctly.
Demonstrated ability to perform all tasks with a high degree of accuracy and with close attention to detail.
The ability to proficiently utilize Microsoft Office applications such as Word and Excel.
The ability to learn, interpret, and utilize all aspects of the Colleague software system as well as other purchasing or financial management systems.

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