Purchasing Assistant

Purchasing AssistantThe purchasing assistant provides support to the Business Office in purchasing, equipment management, general ledger activities, spending analysis, and budget monitoring and adjustments. This position requires availability for day, evening, and occasional weekend hours, as well as travel.Essential Duties Summary - Process, sort, distribute, and maintain purchase order records in an organized and timely manner. Monitor purchase order status and follow up with vendors regarding delayed deliveries, back-ordered items, and unresolved issues; assist in dispute resolution as needed. Match invoices, packing slips, and purchase orders; identify discrepancies and resolve them or escalate issues to the Director of Purchasing when appropriate. Reconcile monthly P-card transactions by reviewing receipts, verifying required signatures, ensuring logs match total charges, and identifying transactions subject to use tax. Provide support to E-Procurement users by troubleshooting issues and answering system-related questions. Assist the Director of Purchasing with GovDeals listings, coordination of surplus property, and vendor pickups. Tag and record new fixed assets in accordance with established procedures. Assist with periodic and annual fixed asset inventory audits. Collaborate with the shipping and delivery personnel to ensure accurate documentation and proper delivery of goods. Assist with year-end closeout activities, audits, and inspections. Assist with the College's competitive purchasing process and the coordination of public bid meetings. Perform general ledger account analysis for departmental budget managers. Monitor budgets monthly, working with departments for accuracy. Review spending reports and provide information to managers specific to grants and special projects. Manage and record self-service budget adjustments as requested and approved per departmental requests. Post budgets and budget transfers during the year as needed. Assist departmental personnel with accounting/budget questions, proper expenditure coding and document processing. Participate in professional development and training activities as required.Salary Range - Based on experience. Starting salary range $38,363 - $57,545.Required Qualifications - Associate degree in a business-related field from a regionally accredited institution. Ability to work effectively and collegially with others. Skill in the use of computers and commitment to use of technology. Experience with current version of MS Office or similar programs. Excellent oral and written communication skills. Provide exceptional customer service with people internal and external to the institution. Familiarity with and appreciation for the mission of a comprehensive community college. Effectiveness in the following College organizational competencies: Translating College purpose, values, and vision into organizational action; Collaborating and facilitating; Creating and innovating; Anticipating and responding to change; Providing vision and leadership. Flexible and adapts to change. Ability to multi-task with multiple departments and activities of others. Coordinates the issuance of individual P-Cards and checks all requisitions for adherence to.Preferred Qualifications - 1-3 years of experience in a business environment. Purchasing and accounting experience.Physical Demands - ADA requirements for this position include critical thinking skills with the ability to process information, analyze data, make assessments, and exercise good judgment to make decisions; possess ease of mobility within the work environment and other areas of campus; and effective use of all forms of communication (oral, visual, auditory), including use of computers. Be able to lift weights up to 10 pounds on a regular basis.Posting Number - S183POpen Date - 07/15/2026Close DateOpen Until Filled - Yes