Purchasing Support Officer

2 weeks ago

Hamilton, Canada Mohawk College Full time

**Purchasing Support Officer** Status**:Full Time

**Hours**: Monday - Friday, 35 hours/week

**Home Campus**: Stoney Creek

**Payband**: E

**Rate of Pay**:$26.47

**Posting Date**:June 16th, 2023

**Closing Date**: June 22nd, 2023 at 7:00 pm EST

We support and encourage the contributions of our diverse employees. We are committed to nurturing an equitable, diverse and inclusive (EDI) environment for everyone who learns and works at Mohawk College. We believe the rich diversity among our students and the communities we serve should be reflected within our workforce. As educators we believe it is important to act and show leadership in advancing the principles of equity, diversity and inclusion in our community.

Mohawk College is currently recruiting for our next

**Purchasing Support Officer**

Reporting to the Operations Manager, Marshall School of Skilled Trades & Apprenticeship, this position provides purchasing support services for all academic and campus related functions at the Stoney Creek Campus. The incumbent is responsible for aspects of the procurement processes for all goods and services, including but not limited to the initiation of purchase requisitions, internal stores requisitions, reconciliation and preparation of payments, and maintaining accurate records, all in accordance with departmental and College procurement policies and procedures.

**Responsibilities**:
The duties of this position include, but are not limited to:
**Purchasing Services**
- ** **Maintaining inventories and ordering office supplies and reconciling monthly statements for these purchases, through web requisitioning, E-Way on-line ordering, internal stores requisition.
- Initiating and processing standing orders for annual supply and service contracts, and tracking expenditures to ensure sufficient funds are available and notify org manager when potential overspending will occur
- Preparing analysis on annual supplier spending patterns to be used for determining and establishing initial standing purchase orders
- Preparing, processing and updating as required, purchase requisitions for the Stoney Creek campus and the Faculty of Skilled Trades & Apprenticeship, identifying the correct account information for the products/services to be charged to.
- Verifying order accuracy and receipt of good and services, ensuring packing slips, receiving reports and invoices are processed for payment in a timely manner.
- Follow up with Faculty, Staff, Administration with regards to missing paperwork (packing slips), order discrepancies, unavailable products, backorders, etc.
- Creating and maintaining an accurate and reliable record and retrieval system to track all purchases, including requisition/PO #’s with accounting information and reporting expenditures to Operations Manager and/or Associate Dean
- Monitor and identify expenditures that require transferring actuals, as a result of incorrect/change in accounting information. Prepares transfer requests for submission to Accounting Services.
- Alerting Operations Support Officer of any over expenditures that require transferring of budget
- Prepares required forms for new vendors or changes to existing vendors and submits to Purchasing Services and/or Accounts Payable; Vendor Set Up and Maintenance, Application for Electronic Fund Transfer Payment
- Prepares Waiver of Purchasing Policy for good/services that are deemed exempt from the competitive bidding process, as outlined in the College Policy.
- Prepares Invoice without Purchase Order Requests as necessary. Requires review of alternate payment methods (ie. Purchasing Card, initiation of Standing PO, etc).
- Reconcile monthly Corporate purchasing cards for all cardholders in Skilled Trades & Apprenticeship; ensuring all receipts are available for auditing purposes, and correct account allocations are utilized.
- Reconcile monthly cellular phone accounts for payment for all users in Skilled Trades & Apprenticeship
- Takes initiative in fiscal year-end activities; following up on all outstanding purchase orders and ensuring all invoices are paid in a timely manner. Ensures deadlines are met for providing packing slips/receiving reports. Reviews and determines PO closures.
- Initiates and completes the Gift In Kind Donation form and ensures all necessary documentation (such as appraisals) are attached for tax receipts, audit, and insurance purposes.
- Collaborates with Lab Coordinator to process Authorizations for Asset Disposal of Capital Equipment.

**Other Duties**
- ** **Preparing specialized reports as required
- Initiating new processes and/or procedures as determined necessary by the Operations Manager
- Providing coverage to other positions in the department during absences and vacations
- Establishing and maintaining filing and record keeping systems

Other duties as assigned.

**Qualifications**:

- A minimum of a two-year post-secondary education in Office Admin, Executive, Business Administration or related field

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