Job description
- Have complete knowledge of the college purchasing process from verifying quotes, to the creation of purchase orders, to submitting orders to the vendors.
- Have complete knowledge of the college Purchasing Policy.
- Knowledge of enterprise resource planning (ERP) software Purchasing module (from creating to closing of purchase orders)
- Knowledge of the state statutes, the Illinois Public Community College Act and other state and federal laws as they pertain to public purchasing.
- Work with college departments to acquire quotes on varied items for college needs.
- Create college purchase orders from requisitions entered by campus departments for products and services utilized by the college.
- Enter requisitions for Business Services purchases and/or other departments as needed.
- Assist in the review and documentation of purchasing processes and procedures.
- Assist in interviewing vendors and analyze new products for College.
- Research products and acquire pricing for purchase orders.
- Assist in maintaining the purchasing module setups within the college ERP software.
- Conduct training and provide support on a regular basis pertaining to the ERP Purchasing module to college departments.
- Run reports to maintain workflow of the procurement cycle.
- Assist year-end processes for the purchasing department.
- Create and maintain vendors in ERP Purchasing module.
- Work with Accounts Payable to resolve issues with vendor invoices and payments.
- Audit and follow up on outstanding purchase orders.
- Collaborate with Director of Business Services to develop bid specifications, conduct the bid process, and evaluate responses.
- Responsible for maintaining the college bid website.
- Responsible for advertising bids, creating and maintaining the bid files.
- Assist Director of Business Services in working with the on-campus food vendors to maintain level of service to campus locations.
- Assist the Maintenance (POM) and IT staff for placement of furnishings.
- Assist in the management of the copier program for the College.
- Receive requests and call service technicians for small office equipment.
- Operate general office equipment.
- Assist in securing conference registration, airline and hotel space for faculty, staff, sports teams, or student clubs and handle any other arrangements for staff/student group travel.
- Assist Pcard Administrator in maintaining pcard reports, backup documentation from pcard users.
- Assist in preparing reports for Administration and the Board of Trustees.
- Regular attendance is expected.
- Using tact and courtesy, the ability to establish and maintain effective relationships with persons contacted in the course of work.
- Assist other Business Service departments as needed.
- Experience using Microsoft office applications including Access.
- Experience using Adobe software (Acrobat Pro)
- Must be able to manage multiple tasks and meet crucial deadlines with accurate results.
- Must be a detail oriented individual.
- Must possess the ability to interpret a variety of instructions furnished in written, oral, diagram or schedule form, as well as the ability to read and interpret documents, contract, and policy and procedure manuals to apply to assigned tasks.
JobID: 1789
Position Type:
Support Staff
Support Staff
Date Posted:
1/6/2023
1/6/2023
Location:
Main Campus
Position Title: Purchasing Assistant
Main Campus
Dept : Business Services
Employee Status: Full-time
Type: Support Staff Association (SSA)
Grade: 9
Target Salary Range: $18.48 - $22.08
FLSA: Non-exempt (hourly)
Reporting Relationships
Reports to: General supervision is received from the Director of Business Services
Supervision Exercised: None
Job Summary
To assist in the purchasing of all products and services utilized at Rock Valley College. To process requisitions initiated by the departments through the enterprise resource planning (ERP) software. Maintain setup, conduct training, perform testing and provide support pertaining to the ERP Purchasing and General Ledger module function. Perform all Business Service functions as needed.
Essential Duties and Responsibilities include the following. Related duties may be assigned.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Minimum Qualifications
Associate’s degree. A minimum of one year’s experience preferred or any equivalent combination of experience and/or education from which comparable knowledge, skills and abilities have been achieved.
Experience with Ellucian colleague software or similar ERP software. Experience in a related field is preferred with at least 2 years of direct industry purchasing experience. Prior experiences as a Purchasing Assistant in Purchasing is a plus.
Work Environment
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee regularly works in an office setting.
Physical Demands
Physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job:
While performing the duties of this job, the employee is regularly required to use hands and fingers to handle, feel, or operate objects, tools or controls, and reach with hands and arms. The employee is frequently required to stand, talk and hear.
Benefits
Rock Valley College offers an excellent benefits package including medical, dental, vision, and group life and AD&D insurance. In addition, we offer optional flexible spending accounts, LTD, supplemental life insurance and AD&D for yourself and your dependents. SURS pension and optional retirement savings programs. Complimentary use of the Fitness Center for employee and spouse or domestic partner, Educational Assistance, and Tuition Waivers for employee and dependents, paid holidays, up to 10 days of vacation per year, 12 days paid sick leave each year, 3 personal days each year, which can accumulate up to 6 days. RVCare clinic onsite.
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