Senior Office Assistant, Purchasing

Job Goal

Performs complex administrative work in support of the College’s Purchasing Section with secondary support of the Financial Services and Legal departments. The assignments require the application of technical skill, knowledge, and judgment in the use of basic principles, concepts, techniques, and standards in one or more areas of administrative support.

Essential Duties and Responsibilities

The following duties are not exhaustive but illustrate the general duties required of the position. Management may require personnel to perform duties other than those contained in this document.

1. Provides clerical support primarily to the Purchasing Section with secondary support to the rest of the Financial Services department and the Legal department.
2. Enters new vendor information into the College’s financial system and maintains vendor information files.
3. Logs contracts into the College’s contract management system.
4. Assists Purchasing and Legal staff with the maintenance of data in the College’s contracts management system.
5. Runs reports and reviews data in support of the College’s Purchasing functions.
6. Assists Purchasing staff with the facilitation of workflow of College purchasing activities.
7. Performs administrative review of documents produced by the Purchasing section.
8. Performs financial data entry such as requisitions for the Financial Services department and Legal department.
9. Orders office supplies for the Financial Services department.
10. Maintains tickler files for the Purchasing Section to assist with the tracking of activities and compliance issues.
11. Authors and maintains internal procedures for this position.
12. Maintains all files associated with the Purchasing function in an audit ready status.
13. Performs other duties as assigned.

Minimum Requirements

These requirements are a representation of the types of duties and responsibilities that will be required of positions given this title and shall not be construed as an exhaustive list of specific duties and responsibilities. Management may direct employees to perform job-related tasks other than those specifically presented in this description.

Knowledge, Skills, and Abilities

• Experience in using a computer and the software applications Excel and Word is required.
• Advanced organizational skills are required.
• Ability to communicate effectively with a variety of internal and external customers is required.
• Ability to establish and maintain working relationships with all stakeholders is required.

Preferred Qualifications

• Experience with the purchasing and contract process.
• Experience with data entry into a financial system.