Procurement Assistant (FT), CF3N31822PURCH

Procurement Assistant (FT), CF3N31822PURCH

The College of DuPage is a comprehensive community college located 27 miles west of downtown Chicago, vitally connected to our local area for over 50 years. We prepare students for a lifelong passion for learning on our 273-acre campus which is home to nine associate degrees and a wide variety of professional and technical certificates. Many of these credentials prepare students to seamlessly articulate into the baccalaureate programs of our higher education partner institutions. College of DuPage is committed to student success and values an inclusive and welcoming community environment. We are an equal opportunity employer committed to diversity in the workforce. Our connection to the larger metropolitan area is essential to our success and provides a wealth of diverse cultural and recreational opportunities.

Primary Duties and Responsibilities

Under general supervision of the Purchasing Manager, organize, coordinate, and perform responsible clerical and office duties for the Procurement Department. Assists in coordination of Business Enterprise Program (BEP) participation efforts at the College. Responsible for organizing, coordinating, and performing clerical and office duties for the Procurement Department. Acts as receptionist for the department, screening vendor calls, making appointments, scheduling meetings, and routing of mail. Responsible for the efficient coordination of Bid, Request for Proposal (RFP), Request for Qualifications (RFQ), and Request for Information (RFI) placement of legal advertisements, posting on the procurement website, and distributing Bid documents for submittal to vendors. Assists the Procurement Manager and staff with the Business Enterprise Program (BEP) and participation of Minority / Women Owned Businesses vendors; collects, tracks, and analyzes vendor trade and contract information. Assists in the coordination of BEP outreach and events. Collects and tracks information regarding BEP suppliers interested in doing business with COD. Assist Procurement Manager with creating and maintaining annual procurement plan for the College. Maintains the Bidders Mailing on database software and maintains files of all relevant information and sources new vendors for Bid / RFP distribution. Assists the Manager, Buyers, and Contract Specialist with administrative tasks and meeting coordination, scheduling, and recording. Takes, transcribes, and composes and types purchasing-related correspondence, job aids, instructions, and various technical materials and reports. Assists the Procurement Manager in preparation of the departmental budget and performs other purchasing-related duties such as order entering, updating orders, maintaining office supply inventory, and obtaining price quotations for specific commodities or services. Maintains documents, certification of insurance, performance bonds and staff / vendor correspondence. Updates the Procurement Department website with current and awarded Bids / RFPs. Updates and maintains Procurement Team Site. Identifies and provides appropriate documentation for purchase-related FOIA requests. Assists the Expeditors with updating the vendor database, checking vendors for good standing certifications, and ensuring receipt of W-9 or applicable IRS forms, as needed. Assists the College Administrative Assistants in different departments on purchasing related items. Assists with other duties as assigned by the Procurement Manager.

Qualifications

• Education - Associates degree or any combination of education and experience required. - Experience - Minimum of three (3) years of administrative support experience, preferably in procurement required. - Strong oral and written communication skills required. - Proficient with Microsoft Office Suite of products required. - Good understanding and aptitude for technology applications required. - Organized, detailed oriented and able to meet deadlines with frequent interruptions required. - Ability to work on multiple projects that require simultaneous deadlines required. - Ability to exercise discretion and independent judgment required. - Strong customer service skills required. - Proficiency in written and spoken English required. - Three (3) years of experience in procurement with a governmental institution, higher education, or legal agency with strong office skills preferred. - Two years of experience with spreadsheet preparation preferred. - Experience with an integrated finance / purchasing system preferred. - Colleague financial system experience preferred.