Purchasing Assistant

San Jacinto College
remote work
United States, Texas, Pasadena
Mar 25, 2025
Purchasing Assistant - District Office PRIMARY FUNCTION: Work under the direction of the Chief Procurement Officer of the contracts and purchasing services department in the management of the daily operations and projects of the department. Essential Job Functions: Coordinates new copier installations across the College. Maintains project and payment log for contracted copier lease program. Validates all invoices and process budget transfers accordingly. Maintains Banner vendor database. Reviews and processes new applications and oversee all updates to records are compliant with TEIN reporting requirements. Works with Accounts Payable to manage vendor files for 1099 status, updated W-9s, and address updates as needed. Ensures insurance and conflict of interest documents are on file, complete and current for all suppliers. Responsible for state reporting of various supplier forms and updates to the website are in accordance with state reporting requirements. Also responsible for federal vendor certifications, and conflict of interest records. Oversees the College-wide bottled water contract, installations, and accounting. Responsible party for all delivery, billing and contract-related matter. Serves as the College's Sam's business account manager. Responsible for all user access and user issues. Troubleshoots any user account issues. Performs Contracts and Purchasing general departmental office duties, including managing the Contracts & Purchasing email inbox. Additional Job Functions: Manages the monthly Board summary report for college-wide dissemination. Oversees and updates the internal and external department web pages. Point person for problem resolution with suppliers regarding deliveries, billing issues, etc. Responsible for fiscal-year-end purge and reporting of vendor system. Knowledge, Skills and Abilities: Ability to demonstrate the College values Able to work with minimal supervision Strong knowledge of desktop software applications including Microsoft Office (Word, Excel, PowerPoint and Outlook) Excellent oral and professional workplace communications skills Excellent public relations and customer service skills Ability to interface with employees at all levels within the organization as well as vendors and contractors Must be very detail-oriented and possesses both self-starter and multi-tasking skills Required Education: High school diploma or equivalent Preferred Education: Associate degree Required Experience: At least 3 years of business experience. (A bachelor's degree may be accepted in lieu of two years of experience.) Customer service experience Experience with self-managed projects and utilizing strong spreadsheet skills Preferred Experience: Experience in procurement operations Experience with public procurement law and vendor relations Knowledgeable in web page design and editing Knowledge of Banner enterprise management system software Note: This position has opportunity for limited remote work arrangements with appropriate approvals and in accordance with the policies, procedures, and needs of the College. Salary Grade: 106 Salary is based on the Board-approved salary schedule for the current fiscal year. See Salary Schedule Requisition Number: req5682 Posting Close Date: 4/8/2025