<p>Purchasing Assistant JobID: 2051</p> <p>Position Type:</p> <p>Clerical/Purchasing Assistant</p> <p>Date Posted:</p> <p>3/13/2025</p> <p>Location:</p> <p>Main Campus</p> <p>&nbsp&nbspAdditional Information: Show/Hide</p> <p>Position Title: Purchasing Assistant</p> <p>Department: Office of Business Services (BSE)</p> <p>Division: Business Services (BSA)</p> <p>Employee Status: Full-time</p> <p>Type: Support Staff Association (SSA-Union)</p> <p>Grade: 10</p> <p>Salary: $20.27-$21.50</p> <p>FLSA: Non-exempt (hourly)</p> <p><strong><strong><strong><strong><strong><strong><strong><strong><strong><strong><strong><strong><strong>____</strong></strong></strong></strong></strong></strong></strong></strong></strong></strong></strong></strong></strong></p> <p>Reporting Relationships</p> <p>Reports to: Manager of Business Services</p> <p>Supervision Exercised: None</p> <p>Job Summary</p> <p>Assist in the purchasing of all products and services utilized at Rock Valley College. Provide procurement and clerical support to all areas of Business Services. Process requisitions initiated by College departments through the enterprise resource planning (ERP) software. Setup and maintain Business Services' records. Conduct training and provide campus-wide support pertaining to Business Services' procedures. Perform all Business Services functions as needed.</p> <p>Essential Duties and Responsibilities include the following. Related duties may be assigned.</p> <ol> <li> <p>Have complete knowledge of the College's purchasing process from handling quotes, to the creation of purchase orders, to submitting orders to the vendors</p> </li><li> <p>Have complete knowledge of the College's Purchasing Policy and Procedures</p> </li><li> <p>Knowledge of enterprise resource planning (ERP) software Purchasing module</p> </li><li> <p>Knowledge of the state statutes, the Illinois Public Community College Act, and other state and federal laws as they pertain to public purchasing</p> </li><li> <p>Work with College departments to acquire quotes on varied items for College needs</p> </li><li> <p>Create purchase orders from requisitions entered by campus departments</p> </li><li> <p>Enter requisitions for Business Services, and for other departments as needed</p> </li><li> <p>Process Business Services' invoices for payment</p> </li><li> <p>Assist in the review and documentation of purchasing processes and procedures</p> </li><li> <p>Assist in interviewing vendors and analyze new products for the College</p> </li><li> <p>Research products and acquire pricing for purchase orders</p> </li><li> <p>Assist in maintaining the purchasing module setups within the College's ERP software</p> </li><li> <p>Conduct training and provide campus support for all Business Services' procedures</p> </li><li> <p>Run reports to maintain workflow of the procurement cycle</p> </li><li> <p>Run monthly reporting process for various accounts</p> </li><li> <p>Assist year-end processes for the purchasing department</p> </li><li> <p>Create and maintain vendors in ERP Purchasing module and the bid database</p> </li><li> <p>Organize and maintain the Approved Vendor List both in digital files and on the College's Intranet, and train and provide support to campus on the use of the list</p> </li><li> <p>Work with Accounts Payable to resolve issues with vendor invoices and payments</p> </li><li> <p>Audit and problem solve outstanding purchase orders</p> </li><li> <p>Develop bid specifications, conduct the bid process, and evaluate responses with direction from supervisor</p> </li><li> <p>Responsible for maintaining the College's bid page on the website</p> </li><li> <p>Responsible for advertising bids and creating and maintaining the physical and digital bid files</p> </li><li> <p>Responsible for ensuring timely resolution of vending issues on all campus locations</p> </li><li> <p>Maintain all aspects of Business Services' internal SharePoint</p> </li><li> <p>Work with the on-campus food vendors to maintain level of service to campus locations</p> </li><li> <p>Assist the Maintenance (POM) and IT staff for placement of furnishings</p> </li><li> <p>Assist in the management of the copier program for the College</p> </li><li> <p>Responsible for the maintenance and problem resolution of staff and student PaperCut accounts to ensure copier and printing expenses are charged correctly to all users</p> </li><li> <p>Management of various business accounts for procurement purposes</p> </li><li> <p>Secure travel arrangements for faculty, staff, sports teams, and student clubs</p> </li><li> <p>Assist P-Card Administrator in maintaining P-Card reports and documentation from P-Card users</p> </li><li> <p>Operate general office equipment.</p> </li><li> <p>Regular attendance is expected</p> </li><li> <p>Using tact and courtesy, the ability to establish and maintain effective relationships with persons contacted in the course of work</p> </li><li> <p>Support Business Services departments as needed</p> </li></ol> <p>Qualifications</p> <p>To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.</p> <p>Minimum Qualifications</p> <p>Associate's degree and a minimum of two years' experience or equivalent combination of experience where comparable knowledge, skills, and abilities have been achieved.</p> <ol> <li> <p>Experience using Microsoft Suite</p> </li><li> <p>Experience using Adobe software (Acrobat Pro)</p> </li><li> <p>Must be able to multi-task, problem solve, and meet deadlines</p> </li><li> <p>Must be detail oriented</p> </li><li> <p>Must possess the ability to understand instructions provided in various formats, as well as the ability to apply policies and procedures to assigned tasks.</p> </li></ol> <p>Preferred Qualifications</p> <p>Experience with Ellucian colleague software or similar ERP software. Prior experience in Purchasing is preferred.</p> <p>Work Environment</p> <p>To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee regularly works in an office setting.</p>