Staff Assistant/Purchasing & Grants

Staff Assistant/Purchasing & Grants

Posting:  November 2022

Position:  FY23-14

Deadline for application:  Open Until Filled

Start Date:  ASAP

Division:  Finance Division

Union Affiliation:  Association of Professional Administrators (APA)

Supervision Received:  Reports to the Comptroller and Vice President of Finance

Supervision Exercised:  Supervises subordinate professional, classified and student personnel in area of responsibility as assigned

General Statement of Duties:

• Review requests submitted by Academy personnel for the purchase of supplies and equipment for accuracy, completeness and compliance with procurement law Set up new vendors, verify vendor information and update vendor records in ERP Assist faculty and staff with purchasing questions and resolving problems Assist with ordering supplies, services and equipment Answer telephone calls and provide routine information according to established procedures Work with accounts payable personnel to discuss variances and discrepancies Maintain files for insurance certificates, contracts, W-9 forms, responses to larger procurements Create purchase orders and maintain associated records Maintain records of business organizations for the purchase of supplies, materials and equipment in order to facilitate procurement of required products Maintain grant budgets and monitor spending Ensure grants are spent according to procurement policies Perform related duties such as preparing reports

Required Qualifications:

• Associates degree plus one year of full-time, or equivalent part-time, professional experience in purchasing and/ or grant administration, or an equivalent combination of education, training, and experience Knowledge of principles and practices of grants and accounting terminology and budget compliance Ability to exercise sound judgment as well as discretion in handling confidential information Ability to understand and adhere to Academy policies and procedures Excellent customer service and communication skills and ability to deal tactfully with others Excellent attention to detail and the ability to maintain accurate records Ability to work independently and in a team environment Proficiency in use of MS Office Suite including Excel, Word, and MS Outlook, and Adobe

Preferred Qualifications:

• Experience with state procurement law Experience with grants administration/ accounting

Salary: $55,000 to $62,000. The Academy offers generous benefits policies and a competitive salary commensurate with qualifications and experience. The Academy is not sponsoring immigration visas at this time.  FLSA Status: Exempt