Purchasing Assistant (FT), CF3N31822PURCH

  • College of DuPage
  • Glen Ellyn, IL, USA
  • Jan 08, 2023
Full time Business/Financial Affairs/Financial Aid

Job Description

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Purchasing Assistant (FT), CF3N31822PURCH

Purchasing Assistant (FT), CF3N31822PURCH
The College of DuPage is a comprehensive community college located 27 miles west of downtown Chicago, vitally connected to our local area for over 50 years. We prepare students for a lifelong passion for learning on our 273-acre campus which is home to nine associate degrees and a wide variety of professional and technical certificates. Many of these credentials prepare students to seamlessly articulate into the baccalaureate programs of our higher education partner institutions.

College of DuPage is committed to student success and values an inclusive and welcoming community environment. We are an equal opportunity employer committed to diversity in the workforce. Our connection to the larger metropolitan area is essential to our success and provides a wealth of diverse cultural and recreational opportunities.

Primary Duties and Responsibilities:
Under general supervision of the Purchasing Manager, organize, coordinate and perform responsible clerical and office duties for the Purchasing Department.

Assists Buyer and/or Purchasing Manager with the preparation of bid documents.Responsible for the efficient coordination of bid preparation to include placing legal advertisements, posting bids on website, and distributing bid documents for submittal to vendors.Assists in the public opening of Bids, Request for Proposals, Request for Qualifications, and Request for Information.Assists the buyer with tabulating and examining bids to check for compliance with regulations and specifications, selecting low bid, subject to the review and approval of the Purchasing Manager.Acts on behalf of the Purchasing Manager in contacting vendors and departments for requisition and purchase order status, product information, order placing, reconciling price differences and expediting critical materials for timely delivery.Maintains the Bidders Mailing on database software and maintains files of all relevant information.Takes and transcribes complex and statistical information, composes and types purchasing related correspondence and various technical materials and reports.Acts as receptionist for the department, screening vendor telephone calls, making appointments, scheduling meetings and routing of mail.Assists the Purchasing Manager in preparation of departmental budget and provides budgetary pricing for user departments.Performs other purchasing related duties such as order entering, updating orders, maintaining office supply inventory and obtaining price quotations for specific commodities.Assists with other duties as assigned by the Purchasing Manager.Maintains and file bid/RFP/RFQ/RFI documents in appropriate file, up to and including, certificate of insurance, performance bonds and staff/vendor correspondence.Records applicable vendor certificate of insurance and performance bonds.Assists the Purchasing Manager and Buyers with the Business Enterprise Program (BEP) and participation of Minority/Women Owned Businesses vendors; tracks vendor information using spreadsheets and data tables.Updates the Purchasing Department website with current and awarded Bids/RFPs.Identifies and provides appropriate documentation for purchase-related FOIA and/or to support Finance department requests.Assists Purchasing Expediter and Buyer with processing requisitions under $5000 through the College e-Procurement system.Manages/updates the vendor database, checking vendors for good standing certifications and ensuring receipt of W-9 or applicable IRS forms.Assists the College Administrative Assistants in different departments on purchasing related items and/or board reports.Assists the Purchasing Manager in coordination, scheduling, and recording meetings.

Qualifications:

  • Education
    • Associates degree or any combination of education and experience required.
  • Experience
    • Three to four years of administrative support, preferably in procurement required.
    • Strong communication skills, both oral and written communication skills required.
    • Proficient with Microsoft Office Suite of products required.
    • Good understanding and aptitude for technology applications required.
    • Must be organized, detailed oriented and able to meet deadlines with frequent interruptions required.
    • Must be able to work on multiple projects that require simultaneous deadlines required.
    • Ability to exercise discretion and independent judgment required.
    • Strong customer service skills required.
    • Proficiency in written and spoken English required.
    • Three years experience in procurement with a governmental institution, college, or legal agency with strong office skills preferred.
    • Two years experience with spreadsheet preparation preferred.
    • Experience with an integrated finance/purchasing system preferred.
    • Higher education experience preferred.
    • Colleague financial system experience preferred.


Personal computer, copier, various office equipment, telephone, scanning equipment, MS Office including Word, Excel, Access and Outlook.Excellent, well lighted, well ventilated area.Able to lift boxes up to 25lbs.This position requires a background check and drug screen.

Pay Grade:
Classified 10 Hourly-Hiring Range: $19.50 - 21.00

Competitive starting salaries are dependent on education and experience. College of DuPage also offers a generous benefits plan.

College of DuPage is an equal opportunity employer. We are committed to diversity and creating an inclusive environment for all employees.

College of DuPage does not discriminate against individuals in employment opportunities, programs and/or activities on the basis of race, color, religion, gender, sexual orientation, age, national origin, ancestry, veterans' status, marital status, disability, military status, unfavorable discharge from military service, or on any other basis protected by law.


To apply, visit https://cod.csod.com/ux/ats/careersite/4/home/requisition/1036?c=cod






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