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Ball State University · 1 day ago

Purchasing Assistant

Ball State University

Full-time

Onsite

Entry Level

$13.80/hr - $14.95/hr

1+ years exp

Ball State University is seeking a Purchasing Assistant to join their Purchasing Services team. The role involves creating and maintaining supplier information, processing purchase orders, and providing administrative support for Public Works projects.

EducationHigher EducationUniversities

No H1B

Responsibilities

Create and update all suppliers and individuals for the university using Banner and SciQuest programs; verify information is up to date; email or contact departments to let them know the new supplier is ready to use in the system

Troubleshoot and make revisions on the PO Distribution Maintenance and the Missing PO Distribution Info in SciQuest daily; investigate why a purchase order didn’t leave the system electronically and make corrections accordingly; process the purchase order

Initiate and process the Purchasing Services web page for Public Works projects using SiteCore and Adobe format; keep web site updated and maintained for each Public Works project daily

Email invites to vendors from Bid Document Request Forms and /or from the Senior Purchasing Agent’s compiled list of new Public Works projects. Send drawings and specifications received from Facilities Planning and Management through Microsoft One Drive. Check bid doc emails daily for new request forms, prepare a Plan Holders list of vendors receiving project specifications, and update daily

Extract legal advertisements from newspaper publications on dates the project comes out in the newspaper and file with project information, prepare legal advertisement invoices from newspapers for Accounts Payable, mark each invoice with their PO number, make copies for our records, enter invoice information in Public Works Project Book kept by Senior Purchasing Agent, email invoices to Accounts Payable. After job has been awarded for Public Works all information is scanned for electronic retention in Microsoft One Drive under the name of that job, move job from Current Public Works to Completed Public Works by year end completed

Email pre-bid and bid opening date notifications to campus personnel involved in Public Works project via Outlook appointment calendar; schedule room for pre-bid meeting and bid openings

Provide back-up assistance for the front office as needed by answering phones and greeting visitors; schedule, update, and maintain Purchasing and Central Stores electronic calendar for meetings, vacations, and absences

Compile statistics for yearly Public Works reports; includes total number of projects, name of project, awardee, dollar amount of project, and date awarded

Contact companies and individuals for their W-9 tax form and handle sensitive documents containing employee identification numbers and social security numbers; maintain security of documents

Scan and index all Public Works projects for electronic retention in BDMS and maintain in stored area

Collect and record small business supplier information as made available

Compile FUPLOAD documentation, compile the FPM report, and perform other duties needed to be completed and perform other duties needed to be completed on a daily basis as needed for Central Stores

Perform other related duties as assigned

Maintain regular and predictable attendance