Purchasing Support Assistant; Hartford

Job Title

Provides administrative support for the Purchasing Department including entering invoices for payment into the Accounts Payable software, processing all vendor invoice packages for payment, maintains department files and bookkeeping records, places all office supply orders, places "micro purchase" orders along with other administrative duties. Provides support to the Purchasing & Contracts Officer, the Assistant Purchasing & Contracts Officer and Parts Procurement Administrator.

• Enters invoice information directly into the Accounts Payable software for payment.
• Process vendor invoices; reconciles discrepancies and errors; follows up as necessary with vendors and receiving personnel in a timely manner in order to obtain correct paperwork. Ensures that all required documentation is included in approval packages for payment of vendor invoices before the packages are forwarded for approval. This sometimes involves contact with the vendors and the receiving department of all CT transit Divisions.
  
  Processes vendor invoices from all three Divisions; sets up and maintains files for pending credits. Reviews monthly statements and assists vendors with status of invoice(s) for payment and related information.
• Places all office supply orders as well as other "micro purchases" as needed.
• Reviews fuel operator/supervisor and maintenance uniform, gas credit cards and tire invoices for accuracy.
• Monitors Authority for Expenditures (AFE) for dollar threshold compliance. Tracks for Insurance Certificates to ensure they are current; provides vendors with Tax Exempt Certification. Maintain Vendor history in a computerized system.
• Ability to learn procedures that require a high degree of detail, responsibility, accuracy, timeliness and precision.
• Work cooperatively with all levels of personnel.
• Attends in-service training, seminars or other opportunities for professional development as made available by the CT transit. Provides training for CT transit personnel as required. Actively participates in staff meetings, trainings, etc.
• Has thorough working knowledge of CT transit policies and procedures.
• Other duties and responsibilities as assigned.

• Minimum possession of a High School Diploma/GED.
• Five (5) years of experience in the fields of accounting, bookkeeping and/or purchasing. Knowledge of computerized accounts receivable/payable is highly desirable. Additional specialized training in secretarial skills, accounting, office computer operations, or other relevant areas is highly desirable and may be substituted for a portion of the work experience requirement.
• Ability to learn procedures that require a high degree of detail, responsibility, accuracy, timeliness and precision.
• Valid drivers' license and the ability to be insured by our insurance company throughout employment. Individual may be required to travel in the course of their daily work.
• Proficient in software programs (word processing, spreadsheet and database), Internet applications and utilization of all relevant office equipment. The ability to learn quickly internal software programs. Must be able to handle confidential information.
• The ability to prioritize projects and have excellent communication skills (especially verbal), interpersonal skills, tact and diplomacy to work effectively with the general public, outside agencies, private vendors and other employees at all levels throughout CT transit. Ability to work both independently and in a team environment.
• A good work record is essential.