Administrative Assistant Purchasing

Administrative Assistant Purchasing

Location:
3452 Spur 399, Collin Higher Education Center
McKinney, Texas, 75069
United States

We are searching for an experiencedAdministrative Assistant Purchasing.

Job Purpose:
Serve as administrative assistant and contract specialist for the Purchasing Department. Assist the director of purchasing and Purchasing staff in the day-to-day operations of the Purchasing Department.

Essential Duties and Responsibilities:

• Prepare board agenda for Purchasing Department and maintain bid log for agenda preparation.
• Create new vendors for purchasing and accounts payable in both Banner and CougarMart. Verify vendor information and maintain vendor databases.
• Process awards/non-awards in the district's e-bidding system upon Board approval or buyer recommendation. Create contract information in the contract management database. Maintain and audit bid logs of contracts and notify the respective departments and/or buyers if a contract is coming up for renewal or needs to be re-bid.
• Collect a copy of legal advertisements for bids. Review billing statement and process for payment. Maintain files of faxed copies of legal ads and newspaper clippings of ads and file ads in respective bid files.
• Provide clerical support for director of purchasing. Monitor the department budget and use of the district credit card for purchases made to vendors. Reconcile Purchasing's portion of credit card bill.
• Verify bond and insurance requirements. Contact awarded bidder(s) for bonds, certificate of insurance and signed contract (if applicable). Check with State Board of Insurance for bond rating, return bonds to unsuccessful bidders and notify insurance company when amount of bid has increased/decreased.
• Maintain certificate of insurance log. File certificate of insurance with respective bid files, keep certificates current by notifying vendor of expired date and contact bidders when insurance requirements are not in order.
• Maintain and audit bid logs of all contracts/yearly/bids/construction projects. Notify departments of expiration of contracts, follow up with departments, print monthly reports and disseminate.
• Maintain adequate inventory of office supplies, coffee, coffee supplies and water for the Purchasing Department.
• Activate vendor registrations, reset passwords and assist vendors with the registration process. Assist vendors in order to help them understand how to do business with the district. Provide vendors with requested information or documents.
• Perform other duties as assigned.
• Perform all duties and maintain all standards in accordance with college policies, procedures and Core Values.

Required Qualifications:

Associate degree from a regionally accredited institution and two (2) years of related experience.

Licenses and Certifications:
Certified Professional Public Buyer (CPPB) or NIGP-Certified Procurement Professional (CPP) preferred.

Equivalency Language:
At least 60 completed semester hours OR two (2) additional years of directly related experience may be substituted for the degree requirement. A higher level degree than what is required for the job may be substituted for no more than one (1) year of the required work experience.

Knowledge, Skills and Abilities:

• Knowledge of Microsoft products
• Knowledge of the district's contract management database
• Knowledge of the electronic bidding system
• Computer and applicable software skills
• Interpersonal skills
• Organization and time management skills
• Ability to prioritize and meet deadlines
• Ability to communicate effectively, both orally and in writing
• Ability to use Outlook and Office 365 applications
• Ability to verify bond and insurance requirements
• Ability to establish and maintain effective working relationships

Physical Demands and Working Conditions:
Light Work - Exerting up to 20 pounds of force occasionally, up to 10 pounds of force frequently, and/or a negligible amount of force constantly having to move objects. If the use of arm and/or leg controls requires exertion of forces greater than that for the Sedentary Work category and the worker sits most of the time, the job is rated Light Work. Positions in this class typically include talking, hearing, seeing, grasping, standing, walking and repetitive motions, stooping, kneeling, crouching, and reaching, climbing and balancing, plus pushing, pulling and lifting. Relatively free from unpleasant environmental conditions or hazards. Office environment. Little physical effort required.

***This is a Security Sensitive position. Therefore candidates will be subject to a criminal background check.***

The intent of this job description is to provide a representative summary of the types of duties and responsibilities that will be required of the positions given this title and shall not be construed as a declaration of the specific duties and responsibilities of any particular position. Employees may be requested to perform job-related tasks other than those specifically presented in this description. Fair Labor Standards Act (exempt/non-exempt) is designated by position. The employer actively supports Americans with Disabilities Act and will consider reasonable accommodations.

Employment Type: Full-time Staff
Compensation Type: Annual
Compensation Range: $34,309.00 - 39,456.00
For any employment questions, please contact HR at (972) 985-3783 or emailemployment@collin.edu .

Collin College provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics.