Purchasing Assistant

Job Title: PURCHASING ASSISTANT
Department: PURCHASING OFFICE
Reports to: Purchasing Director

SUMMARY:

The objective of a Purchasing Assistant is to assist in the procurement
process of goods and services; coordinates end-using training for Purchasing Card (Pcard), reconcile travel reimbursement requests in a timely manner. Providing excellent customer service and accurate information to campus departments and vendors is extremely important in fulfilling the primary objective.

ESSENTIAL DUTIES and RESPONSIBILITIES include the following:

• Prepares vouchers for payment through Accounts Payable.
• Process Pcard applications and coordinate training, facilitate Pcard data download and reconcile for departmental billing.
• Data entry of vouchers for invoices, stipends, Pcard charges and fuel charges, auditing for accuracy and compliance with ECU, State of Oklahoma and Federal requirements.
• Assist with paying all utilities, assist with utilities recording keeping.
• Assist with assigning proper state object codes.
• Disseminate purchase orders.
• Open, sort and date stamp incoming mail.
• Update Purchasing website.
• Review travel claims for accuracy and documentation, and log the claim.
• Complete quarterly travel report.
• Provide customer service both in person and on the phone.
• Review vendor statement and correspond with vendors and campus personnel to resolve outstanding invoices or credits.
• Assist with the inventory process by, but not limited to, providing copies of invoices for inventory purposes, inventory tracking and issuing inventory tags.
• Assist in fiscal year-end report for purchase orders that are closed or closing. Keep current on state public purchasing and accounting procedures.
• Assist in reviewing ECU purchasing policies and procedures for updates and communications to campus.
• Assist with and/or provide travel training.
• Order new tags for ECU Fleet vehicles.
• Request vendor applications and W-9.
• Assist with Personal Service Contracts.
• Review and close purchase orders.
• Work independently without close supervision.
• Assist in maintaining a professional business office with attention to detail.
• Other duties as assigned.

SUPERVISORY RESPONSIBILITY: None

QUALIFICATIONS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed are representative of the knowledge, skill and/or ability required.

EDUCATION and/or EXPERIENCE:

Associate degree required, Bachelor’s degree preferred. Experience in a business or customer service environment.

OTHER SKILLS and/or EXPERIENCE:

Basic understanding of accounting, record keeping, and basic business (accounts payable, accounts receivable) functions. Verbal and written (in English) communication skills. Good business math skills. Ability to use and/or learn necessary computer programs, Microsoft Office productivity suite, office equipment (i.e. computer, 10-Key, copier, telephone, etc.). Demonstrate the ability to use filing system in the Purchasing Office. Ability to learn ECU accounting system. The ability to work successfully with supervisor, faculty, staff, students, vendors. A positive attitude, willingness to receive procurement training, and to support the mission and tasks of the Purchasing Office, Administration and Finance and the University. Procurement experience preferred.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job in a general business office including periodic interruptions. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

TO APPLY: Applications should consist of (1) a letter of interest; (2) a current resume; (3) a list of three professional references with complete contact information and a notation describing the work relationship with each; (4) a completed *Disclosure Statement.

Applications should be sent electronically to Employment Services at es@ecok.edu. Application review will begin immediately and continue until the position is filled. For more information about ECU

***Please do not include a full Social Security Number on documents. Please provide only the last four (4) digits. We may never receive your information if a full Social Security Number is listed on any document. Our email system will reject emails if it detects a full Social Security Number, therefore Employment Services will not receive your information. ***

East Central University, in compliance with all applicable Federal and State laws and regulations, does not discriminate on the basis of race, color, national origin, sex, age, religion, disability, sexual orientation, genetic information, or status as a veteran in any of its policies, practices, or procedures. This includes but is not limited to admission, employment, financial aid, and educational services. The following person has been designated to handle inquiries regarding the non-discrimination policies: Employment Services Director, 1100 E. 14th St., Admin. 160, Ada, OK 74820, (580) 559-5260.