Purchasing Assistant

3 weeks ago

Kingston, Canada Queen's University Full time

Purchasing Assistant

About Queen's University

Queen’s University is the Canadian research intensive university with a transformative student learning experience. Here the employment experience is as diverse as it is interesting. We have opportunities in multiple areas of globally recognized research, faculty administration, engineering & construction, athletics & recreation, power generation, corporate shared services, and many more.

Come work with us

Job Summary

**A Brief Overview**
Reporting to the Manager, Vendor Management, Information Technology Services (IT Services) the Purchasing Assistant is a key member of the ITS Operational Oversight team and a key resource to support ITS procurement and operational matters. This position builds and maintains workflow for quotes, exception forms, contracts, requisitions and/or invoices. This position processes orders and purchase requests and monitors the status of purchases. This position creates and reconciles records for all purchase and payment requests. This position also maintains supplier information in the procurement system. The Purchasing Assistant performs activities in the "procure to pay" environment including overseeing deliveries and maintaining supporting documentation for transactions, processes, and procedures.

The purchasing assistant role also performs additional duties as required such as:

Liaising with IT Services staff on travel policies/procedures and processing travel booking as required.
- Assisting ITS staff and contractors with needed access to office space as needed, and assisting with planning and coordinating various events.
- Assistance with some financial processes, such as running reports on expenses to update documents, and preparing information for journal entries.
- Customer service related to our Qmobile cell phone services.

Customer Service experience and proficiency with Microsoft tools like Word, Excel and SharePoint are essential to be successful in this role.

**Job Description**:

**What you will do**
- Builds and maintains workflow for quotes, exception forms, contracts, requisitions and/or invoices.
- Processes orders and purchase requests, and monitors the status of purchases, ensuring timely approval, receipt of goods, and payment of invoices.
- Verifies the accuracy of and submits requisition forms.
- Confirms that approvals and authorizations for purchases, tax treatments, and payments are obtained.
- Creates and reconciles records for all purchase and payment requests.
- Generates transaction reports.
- Maintains supplier information in procurement system.
- Performs filing, recordkeeping and storage activities.

**Required Education**
- Two-Year Community College Diploma.

**Required Experience**
- More than 2 years and up to and including 3 years of experience.
- Consideration may be given to an equivalent combination of education and experience.

**Job Knowledge and Requirements**
- Knowledge and insight of practical methods, techniques, and work processes that is typically acquired through a combination of technical training and/or work experience.
- Provide information that requires technical or administrative explanation or interpretation.
- Attempts to resolve a difficult or challenging interpersonal situation, or overcome resistance to gain cooperation, before referring to others.
- Manage own work effectively and follows through on commitments, using the available resources.
- May distribute work to deliver objectives on time and to the highest standard and help others access resources to support goal achievement.
- Resolve recurring problems and situations using established procedure and guidelines.
- Bring forward problems, obstacles or challenges to work completion in a timely manners so deadlines continue to be met.
- Break down concrete issues into parts and selects best solution from clear alternatives and past practices.
- Acknowledge and respect diverse cultural traditions and beliefs.
- Question attitudes, comments and behaviours which are discriminatory and seeks out appropriate resources to remove these from the workplace.

Employment Equity and Accessibility Statement

**Skills**

**Reference**
- 310802

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