Administrative Assistant 1/Trainee

Administrative Assistant 1

The Administrative Assistant 1 will provide day-to-day administrative support to the Purchasing unit. Responsibilities include coordinating requests and RFQs, communicating with vendors, tracking orders and deliveries, supporting receiving and invoice documentation, maintaining accurate purchasing records, and supporting routine reporting needs.

- Provide administrative support to Purchasing staff to ensure efficient workflow and timely processing of commodity purchases.

- Assist with commodity purchasing by preparing and processing purchase documentation (requests, quotes, order details, and supporting paperwork).

- Request, receive, and organize vendor quotes; coordinate and track RFQs as needed.

- Communicate with vendors via email and telephone to confirm pricing, availability, substitutions, shipping/lead times, and invoice details.

- Maintain and update vendor and contract-related information (e.g., contract numbers, item details, and contact lists) and ensure documentation is complete and accessible.

- Enter, update, and verify purchasing-related information in tracking tools/systems (spreadsheets, databases, and/or procurement systems).

- Track order status from request through delivery; follow up on delays, backorders, and discrepancies.

- Support receiving activities by confirming deliveries, logging receipt information, and coordinating resolution of damaged, missing, or incorrect items.

- Assist with invoice documentation by reviewing for accuracy and matching to quotes/orders/receiving information; elevate issues for resolution as appropriate.

- Use a Procurement Card (P-Card) for approved purchases in accordance with policy; obtain and maintain required documentation/receipts.

- Reconcile P-Card charges by compiling receipts, verifying coding/amounts, completing required logs, and submitting reconciliation packets within required timeframes.

- Maintain organized paper and electronic filing systems for purchasing documentation (quotes, orders, receiving records, invoices, correspondence).

- Respond to and route purchasing-related calls/emails; provide basic status updates and direct inquiries to appropriate staff.

- Draft routine correspondence and emails related to purchasing and vendor follow-up.

- Create and maintain spreadsheets used to track orders, pricing, deliveries, and spending; perform data entry and routine calculations.

- Prepare routine reports (e.g., order status, purchasing activity, vendor/quote tracking) by compiling information from systems, files, and spreadsheets.

- Operate office equipment such as printers, scanners, copiers, and related equipment; coordinate service/repairs as needed.

- Coordinate with internal staff (requestors, program areas, finance/accounts payable) to obtain information needed to complete purchasing actions and resolve issues.

- Perform other duties as assigned.