Materials Management Parapro/Pro (Buyer) – Coop Ext

Job title

Materials Management Parapro/Pro (Buyer) – Coop Ext

Reports to

CAFST Fiscal Operations Manager with a Dotted line to Division of Business and Finance Director of Procurement

Department

Cooperative Extension

Division/College

College of Agriculture, Family Sciences & Technology

Essential Duties/Responsibilities:

- Ensure the prompt processing of purchase orders for

- Pre‐check requisitions for accuracy in item descriptions, NIGP codes, account codes, supporting documentation, valid and current quotes.

- Notify requesters and end users if corrections and/or more documentation is needed; reopen requisitions for correction and cancel requisitions as needed.

- Expedite requisitions into purchase orders; process created purchase orders: select PO types, add comments/documentation (i.e., signed contracts, bid documentation including Notice of Award, revised quotes) and review suppliers' addresses for accuracy.

- Help requesters with issues related to requisition entry and requirements.

- Notify the end users accordingly when it is best to order from a statewide contract for goods and services versus an open market purchase.

- Perform tasks such as getting dispatched purchase orders signed by the procurement director and posting purchase orders to O drive.

- Distribute via email a file copy of purchase orders to requesters and the supplier's copy to end users for order processing; notify the Accounts Payable department of purchase orders posted to the O drive.

- Maintain spreadsheet of all purchase orders processed.

- Periodical and end‐of‐year responsibilities: follow‐up on outstanding purchase orders with the end users and then notify procurement director when purchase orders can be closed or remain open for further processing.

- Support the Procurement Office staff in their activities as needed.

- Perform related duties as assigned by supervisor.

Minimum Qualifications/Knowledge/Skills/Abilities:

- Bachelor's degree in related field.

- Minimum two years of procurement experience and using the PeopleSoft Financials platform.

- Organized, detail oriented and results oriented.

- Good communicator and team player who can work across multiple departments.

- Excellent problem‐solving skills, personal initiative, and foresight to analyze and solve problems to achieve goals and objectives.

- Strong time management skills: ability to multi‐task and prioritize duties.

- Ability to work under deadline pressures.

- Understand and meet needs of internal and external customers.

- Knowledge of computer and job-related software programs.

- Technology troubleshooting skills.

- Ability to travel to trainings and attend professional meetings/conferences occasionally.

Preferred Qualifications/Knowledge/Skills/Abilities:

- Georgia Certified Purchasing Associate (GPCA) Certificate or complete the required coursework within seven months from the date of employment to earn the GCPA Certificate.

- Knowledge of the State of Georgia procurement policies and procedures including the Order of Precedence, Georgia Procurement Manual (GPM), National Institute of Governmental Purchasing (NIGP) Codes, Official Codes of Georgia Annotated (OCGA), Georgia Procurement Registry (GPR), and the Department of Administrative Services (DOAS).

- Knowledge of federal guidelines related to buying services and goods with federal funding.

Working Conditions

- Work is generally performed in an office environment with periods of sitting, standing, walking, and other routine movement.

- The position may require work outside normal business hours, including evenings and weekends.

Physical Requirements

- Ability to perform the essential functions of the position with or without reasonable accommodation.

- Ability to remain seated or standing for extended periods and perform routine activities associated with an office and event environment.

- May occasionally be required to move materials or supplies associated with position.

Equal Employment Opportunity

Fort Valley State University is an equal opportunity employer. The University does not discriminate in employment on the basis of race, color, religion, sex, pregnancy, national origin, age, disability, genetic information, protected veteran status, sexual orientation, gender identity, or any other status protected by applicable federal, state, or University System of Georgia policy.