Specialist - Purchasing & Auxiliary Services

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Full Time LOSA Carterville, IL, US

2 days ago Requisition

Salary Range: $18.00 To $18.50 Hourly

This position assists Purchasing & Auxiliary Services in performing campus-wide administrative and purchasing support by processing purchase orders, requisitions, vendor payments, and procurement card transactions within established timelines and compliance requirements. Serving as a liaison between campus departments and external vendors, the position verifies financial documentation, maintains purchasing and vendor records, monitors approval workflows, and supports accurate, timely procurement operations under general supervision with periodic review.

• Education required:High school diploma or equivalent.
• Experience required:At least two years of administrative experience in purchasing, accounts payable, or financial operations, including experience processing purchase orders and maintaining vendor records.
• Technology required:Proficiency in Microsoft Office 365, including Excel, Word, and Outlook, and experience using an enterprise resource planning system or comparable financial or purchasing software.
• Other requirements:Demonstrated attention to detail; ability to manage high-volume, time-sensitive transactions; ability to interpret and consistently apply purchasing procedures; and effective written and verbal communication skills.
• Preferred:Associate degree or higher in business administration, accounting, finance, or a related field; three or more years of purchasing or procurement experience in higher education or the public sector; advanced Excel skills;
  Enterprise Resource Planning (ERP) J1 or JICS experience; familiarity with procurement card adm inistration, governmental purchasing requirements, or asset inventory systems; purchasing or procurement certification; and bilingual communication skills.

• Processes purchase orders for campus departments by comparing supporting documentation to Enterprise Resource Planning (ERP) entries, correcting routine discrepancies, and forwarding accurate documentation for timely payment.
• Enters requisitions for departmental orders and invoice payments in Enterprise Resource Planning (ERP), attaches required supporting documentation, and submits transactions through established approval workflows.

• Processes procurement card purchase orders by tracking submissions, date-stamping backup copies, verifying receipts and expense logs, and forwarding completed records to the Business Office for monthly reporting and payment.
• Maintains procurement card tracking records, organizes supporting documentation, and monitors submissions for completeness.

• Monitors requisitions from entry through approval and follows up as needed to support timely conversion to purchase orders.
• Reviews purchase orders and requisitions for accurate vendor information, account codes, descriptions, quantities, receipts, expense logs, statements, and other required documentation.
• Notifies departments of missing information or required corrections and supports the resolution of routine purchasing issues.

• Creates and maintains vendor records in the Enterprise Resource Planning (ERP) system by reviewing submitted vendor applications and W-9 forms, entering accurate information, saving records in designated purchasing folders, and communicating new vendor identification numbers to requestors.
• Verifies vendor setup status in the Enterprise Resource Planning (ERP) system and identifies incomplete or missing documentation for follow-up by the appropriate staff member.

• Communicates with campus departments regarding requisition status, vendor setup, documentation requirements, and procurement card processing timelines.
• Coordinates with external vendors and contractors by email and telephone to support purchasing activities and resolve routine inquiries.

Other duties as assigned.

Demonstrates servant leadership by supporting colleagues, responding to campus needs, and contributing to a collaborative, service-focused work environment.

Duties must be performed on the John

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