Purchasing and Contracts Assistant

Purchasing and Contracts Assistant

About us:

Georgia College & State University is the state's designated public liberal arts university. As a member of the prestigious Council of Public Liberal Arts Colleges (COPLAC), Georgia College is committed to fostering a liberal arts environment that values interdisciplinary inquiry, diversity and inclusion, and academic excellence. The College enrolls approximately 7,000 students –5,800 undergraduate and 1,200 graduate students-- and is prominently cited for excellence in teaching, undergraduate research, nursing education, and high impact practices outside the classroom in a number of leading publications.

The university's beautiful and historic campus is located downtown in Milledgeville, Georgia, a charming, diverse college town of approximately 19,000 residents in Central Georgia, approximately 90 miles southeast of Atlanta. Milledgeville is also the home of noted American author and alumna, Flannery O’Conner, and the college community enjoys many exciting literary arts programs at O’Connor’s former home, the Andalusia Institute, now owned by the College. Milledgeville is also located on the banks of beautiful Lake Sinclair and Lake Oconee, allowing faculty, staff, and students to take full advantage of the environmental and recreational benefits of being part of a lake community. For cultural, educational, and leisure opportunities beyond Milledgeville, Macon and Atlanta are located within easy driving distances.

Georgia College takes great pride in combining the educational experience of private liberal arts colleges with the affordability of a public university. The university's main campus is a residential learning community focused on undergraduate education and a select number of graduate programs. Faculty and staff are dedicated to engaging students through high-impact pedagogies that foster intellectual curiosity, reasoned inquiry, and critical thinking. We strive for excellence in the classroom and beyond. We nurture collaborative leadership and global citizenship, and we value diversity and inclusion in all of its forms.

Georgia College seeks faculty and administrators who understand and embrace our public liberal arts mission, who are committed to respecting and fostering diversity and inclusion inside and outside of the classroom, and who are dedicated to the advancement of knowledge through teaching, scholarship, and service. All Georgia College faculty share the responsibility of teaching our core curriculum and providing foundation courses for majors and non-majors alike. To carry out our public liberal arts mission, we seek faculty with the desire and ability to provide a first-class learning experience for our students, one that will prepare them to be competent, thoughtful, and well-rounded leaders who make transformative contributions to their communities and to the world.

Job Summary

The Purchasing and Contracts assistant will serve as the primary point of contact for contracts associated with Facilities construction, renovation, design, operation, and purchases for Georgia College. This position will also serve as the primary contact for submitting requisitions for all maintenance supplies and services in support of Facilities Management. Works in close interaction with Facilities Management employees, other department representatives, and vendors.

Responsibilities

Purchasing - 40
Coordinates the purchase of products and materials on behalf of Facilities Management; Prepares all purchase requisitions upon receipt of quotes/orders; Track and monitor all requisitions/purchase order information and communicate with staff and upper management as needed or requested; Resolves purchasing problems in a timely manner; Coordinates contract renewal agreements and initiate requisitions for any desired renewals in a time-frame that will ensure that agreements do not lapse. Consults with management, and budget department regarding budgetary considerations on purchases; Follows all purchasing guidelines established and issued by the Georgia Department of Administrative Services, Board of Regents, and University System of Georgia Purchasing Divisions.

Accounts Reconciliation - 25
Accurately processes authorized requests for purchasing cards and fuel statements. Prepare monthly fuel and Pcard reports and distribute to appropriate areas. Responsible for receiving all invoices for Facilities Management. Verifies and submits invoices to accounting for payment in a timely manner. Contacts vendors to obtain quotes, get copies of invoices, and make inquiries regarding invoices/payments. Coordinates and track the payment status of all contracts with Project Managers. Continuously communicates with the purchasing department about special situations such as change orders, partial shipments or damaged/returned goods.

Record Management - 25
Maintains accurate files on all purchase requests; Handles administrative duties relating to purchases, including tracking requisitions and/or purchase orders; answer questions related to purchasing; Update shared drive to include quotes/invoices/requisition/purchase orders, or any other documentation related to purchasing, and ensure records are kept up to date. Maintains a master database of all service contract agreements. Maintain a database of BOR approved contract documents. Review all contract documents, including change orders and amendments prepared by Project Managers for compliance with BOR policies prior to submittal to university administration for signature. Generate reports to BOR that are tied to contracts, Major Repair and Rehabilitation (MRR).

Other - 10
Cross train with other team members and serve as backup for support staff positions as needed; Perform other duties as assigned

Required Qualifications

Educational Requirements
High school diploma or equivalent

Other Required Qualifications
Proficient using Microsoft Office products (Word, Excel, PowerPoint, and Windows); Experience using PeopleSoft; Accurate typing skills; Detail oriented; Must have excellent communication skills both verbal and written with the ability to convey detailed information accurately and quickly; Excellent customer service skills; Ability to multi task.

Required Experience
2-3 years of related work experience

Preferred Qualifications

Preferred Educational Qualifications
Associate's Degree or vocational or technical school degree

Preferred Experience
Experience with Computerized Maintenance Management Systems (CMMS)

Required Documents to Attach

• List of References
• Resume

Knowledge, Skills, & Abilities

ABILITIES
Ability to work both independently and in a team-oriented, collaborative environment; Ability to
effectively prioritize and execute tasks in a high-pressure environment; Detail oriented and ability to
create, follow, update, and organize processes; Ability to establish and maintain cooperative working
relationships with management, staff, and internal and external customers; Ability to communicate
effectively, both verbally and in writing with a diverse range of individuals; Ability to compose and
respond to emails; Ability to recognize emergency situations and identify and notify necessary staff
as dictated by the situation; Ability to use 2-way communications media for dispatching maintenance
calls; Ability to maintain accuracy and attention to detail when completing multiple assignments;
Ability to maintain confidentiality of sensitive information. Must be able to sit for an extended period of
time; Ability to lift 15-20 lbs unassisted.

KNOWLEDGE
Proficient in Microsoft Office Word, Excel and Outlook; Must be able to use PeopleSoft and work
management applications (i.e. Maintenance Direct)

SKILLS
Strong interpersonal skills; Excellent customer service and communication skills; Excellent typing
skills

Equal Employment Opportunity

Georgia College is committed to the fundamental principle of equal opportunity and equal treatment for every prospective and current employee and strives to create a campus environment which understands, fosters, and embraces the value of diversity. No person shall, on the grounds of race, color, sex, sexual orientation, religion, national origin, age, disability, veteran status, or genetic information, be excluded from employment or participation in, be denied the benefits of, or otherwise be subjected to discrimination, under any program or activity conducted by Georgia College.

Other Information

This is not a supervisory position.
This position does have any financial responsibilities.
No, this position will not be required to drive.
This role is considered a position of trust.
This position requires a purchasing card (P-Card).
This position will not travel
This position does not require security clearance.

Background Check

• Position of Trust+Credit (PCard required)

GC&SU is an Equal Opportunity / Affirmative Action institution, with a commitment to cultural, racial, and ethnic communities. Women and minorities are encouraged to apply. It is expected that successful candidates share in this commitment. For more information, please visit our web page at www.gcsu.edu.