Assistant, Procurement

Job Title

Assistant, Procurement-1

The Assistant, Procurement administers the College's credit card programmes and provides assistance to internal and external business partners in accordance with applicable laws, administrative rules, and Board of Trustees' policies. The role is pivotal to the Business Services Office, completing timely and accurate strategic procurements that provide the best value for the College while utilizing efficient and effective business processes.

• Provides customer service assistance to budget authorities and end‑users within and outside the Austin Community College District; follows up with vendors regarding all outstanding purchase orders, including inquiries for items or invoices not received by departments or Procure to Pay (P2P) department.
• Assists with assignments affiliated with the Small Business Development Programme (SBDP) designed to improve the small and local business community's exposure to ACC's procurement needs.
• Provides system administration for the College's credit card programme(s), including processing credit card requests, researching transactions, updating merchant codes, communicating with cardholders in‑person, on the phone, and in writing. Conducts credit card audits and account maintenance.
• Maintains various databases for recording items received, price changes, and purchase order changes; updates the database for supplier onboarding and updating processes.
• Conducts internet research for buyers to determine sources of supply prior to major procurements or award of contracts.
• Sends out requests for quotes and determines the best value offered by suppliers in relation to small‑dollar purchases.
• E‑files and maintains a repository of documents relating to the procurement process.
• Distributes documents, including requisitions and purchase orders, to business partners; assists in expediting payments to suppliers in coordination with Invoice to Cash (I2C).
• Provides administrative assistance in relation to supplier set‑up, bids and requests for proposals as required.
• Ensures compliance with procurement policies, administrative rules, statutes, business processes, procedures, and guidelines.
• Assists internal and external business partners and buyers with requisitions, processes purchase orders and honorariums; logs requisitions and makes small purchases; performs other duties as assigned.
• Works in a team environment to perform administrative or procurement‑related tasks.
• Assists with ongoing initiatives, projects, and special projects as assigned.
• Collaborates with others to address business partners' concerns.
• Helps research and compile data for stakeholders.
• Provides recommendations for new procedures or best practices to improve efficiency.

• Procurement terminology and processes.
• Ability to process invoices, requisitions, and purchase orders.
• Supplier databases.
• Online ordering systems.
• Maintaining an established work schedule onsite at the designated work location.
• Administrative support and knowledge of supplier set‑up and registration process; maintains data in applicable repositories and conducts research.
• Clear oral and written communication; active listening; exemplary customer service to business partners and stakeholders.
• Self‑motivated; works independently or as part of a team in a fast‑paced environment with changing deadlines.
• Organizational and planning skills; attention to detail; follow‑through to task completion.
• Adherence to the College's protocols and guidelines.
• Confidentiality of work‑related information and materials.
• Effective working relationships.

• Proficiency with spreadsheets, word processing, database, and automated financial software.

One year of related work experience.

High school diploma or educational equivalent.

• Knowledge and experience with automated financial/purchasing systems.

• Work is performed onsite in a standard office or similar environment.
• Subject to standing, walking, sitting, bending, reaching, pushing, and pulling.
• Occasional lifting of objects up to 20…