Administrative Assistant

Position Description

The Administrative Assistant works closely with the Director of Purchasing to ensure the purchasing workflow runs smoothly. He/she will provide administrative support to the department and will possess proficiency with written communication and math skills. He/she is also responsible for maintaining electronic and paper documentation and responding to inquiries made by staff or vendors regarding purchase transactions, obtaining bid and following up.

Essential Job Functions

The following duties are mandatory requirements of the job:

·       Work in the Hybrent web based purchasing software to facilitate the workflow of purchase orders from requisition to invoice.

·       Calling and Emailing staff and vendors to facilitate approval, receiving and invoicing to facilitate the sending of invoices to the accounts payable system.

·       Entering purchase order requests for supplies or services as directed.

·       Receiving orders in Hybrent for vendors processed monthly, quarterly, and annually, as requested.

·       Liaison between staff and vendors on a variety of issues (e.g. order status, tracking, damages, returns, etc.).

·       Investigate, track and report to supervisor issues impeding workflow.

·       Maintain electronic and paper documents, files and records (e.g. Requisitions, bids, purchase orders, packing slips, invoices, vendor files, related spreadsheets, etc.) in order to provide up-to-date reference and audit trail for compliance.

·       Create, format, and maintain spreadsheets from scratch or as an unformatted file download online.

·       Assist with retrieving purchasing documentation both electronically and paper both for audit or internal needs.

·       Complete forms for submission.

·       Provide administrative support to the Procurement Department as needed.

·       Print, code, submit for processing and file invoices or supporting documentation as requested both electronically and hard copy.

·       Training of end user staff on purchasing software.

Other Responsibilities

As assigned by the supervisor:

·       Initiate contact with vendors to obtain price quotes, proof of delivery or service, invoices, etc.

·       Drop off and / or pick up paper documentation.

·       Other tasks as assigned by the supervisor

·       Generate inventory scan codes in Hybrent for departments.

·       Download invoices online as requested.

·       Perform Special projects as needed.

Education and Certification

High School diploma, college degree preferred.

We are an equal opportunity employer and comply with all applicable federal, state, and local fair employment practices laws. We strictly prohibit and do not tolerate discrimination against employees, applicants, or any other covered persons because of race, color, religion, creed, national origin or ancestry, ethnicity, sex, sexual orientation, gender (including gender identity and expression), marital or familial status, age, physical or mental disability, perceived disability, citizenship status, service in the uniformed services, genetic information, or any other characteristic protected under applicable federal, state, or local law. Applications from members of minority groups and women are encouraged.