Job Title: Staff Assistant/Buyer Employment Type: Contract Work Hours: 40 Hours/week Work site: 100% Onsite Location: Stony Brook University, NY Salary: $26-$30/Hr
Minimum Education:
Bachelor's Degree (foreign equivalent or higher).
In lieu of a Bachelor's Degree, an Associate's Degree and (4) years of directly related experience may be considered.
Work Experience:
Two (2) years of full-time procurement experience.
Job Duties: E 20% Review and Negotiate Discounted Savings/Agreements:
Obtain quotes and bids where appropriate.
Negotiate discount agreements when feasible using NYS OGS State Contracts and consortium agreements.
Run reports and scrub data from Jaggaer (WolfMart) to identify commodities and categories that can be bid out for potential higher discounted savings.
Initiate Electronic Data Interchange (EDI) and other electronic type ordering processes when available.
E 30% Purchase Order Issuance:
Review, process, and complete placement of full range of purchase orders for goods/services in accordance with Campus, State and Research Foundation Procurement Policies and Procedures.
Act as the liaison for Procurement in working with the Environmental, Health & Safety department in procuring radioactive and hazardous materials.
Correct errors in Jaggaer (WolfMart) System as they occur and respond to inquiries.
Resolve complex problems related to purchase orders.
Analyze requisitions to determine correct expenditure type and necessary information in preparation for placement of purchase orders.
Obtain the necessary documentation to support each procurement in accordance with policies and procedures.
Advise departments as to best practices regarding purchases encouraging the use of Primary Vendors as identified by the Procurement Department.
Responsible to serve as back-up to Senior Buyers, covering their area of responsibility whenever they are out.
E 10% Minority & Women-Owned Business Enterprise (MWBE) Utilization & Campus Liaison:
Encourage departments to use primary vendors as identified by the Procurement Department.
Direct spend towards MWBE vendors whenever feasible.
Work cooperatively with all areas of campus.
Ensure quality of service is provided to stakeholders.
Cross-train in all commodities within assigned Procurement team.
Educate campus departments with regard to proper procedures and laws to be followed.
Explain the "how to” of requisition writing and gather information on how Procurement can best meet departmental needs.
E 10% Provide Departmental Support as Needed:
Assist with gathering and analyzing data for managerial decisions.
Give direction and help others within the support function.
Interpret policies and procedures, ensuring quality and quantity of unit's work production.
Advise and assist exempt-level staff in planning, organizing, scheduling, and coordinating work operations and work procedures.
Assist in resolving complex problems.
Assist in resolving computer related technical problems.
Serve as a member of the University Radiological Protection Committee.
Responsible for commodities/categories as assigned.
E 5% Order Expedition & Return:
Expedite Purchase Orders when necessary, resolve issues (i.e., back orders, damaged goods, etc.) and arrange returns as needed.
E 5% Accounts Payable Inquiries:
Respond to Accounts Payable inquiries regarding pricing as needed.
E 5% Purchase Order Verification:
Proofread Purchase Orders making sure all information is correct.
Check all Purchase Orders released to ensure that they transmitted correctly to suppliers.
E 5% P-Card Tracking:
Place orders using the RF Foundation issued Purchasing Card (PCard) when required.
When using PCard, keep close track of transactions including posting to Excel spreadsheet and monitoring delivery and transfer of funds by Accounts Payable to cover payment of PCard statements.
Complete reconciliation of PCard on a monthly basis.
E 5% IDC-Funded Account Review:
Review IDC-funded accounts prior to processing requisitions for appropriate expenditure, signature, award date, and funding.
Assign appropriate expenditure type and ownership codes when applicable.
NE 5% Additional Duties & Responsibilities as Assigned:
Train in the use of all new technology as it becomes available.
Other duties or projects as assigned as appropriate to rank and departmental mission.
Complete all department and University training as required.
Preferred Skills:
Experience with Jaggaer (WolfMart), Ariba, Coupa, or other procure-to-pay systems.
Strong computer skills, including Microsoft Word (creating and editing documents) and Microsoft Excel (data manipulation, pivot tables, etc.)
Certified Purchasing or Supply Chain Management credentials.
Experience working in a New York State purchasing department in higher education, a non-profit organization, or a local government agency.
Misc. Information:
Shift: Monday to Friday 9:00 AM to 5:00 PM.
Location: Stony Brook University
Compliance with Federal, State, Research Foundation (RF), SUNY, and Stony Brook standards, policies, and regulations is expected.
Dress Code: Business Casual
Interview will be conducted in person or online based on the availability.
Seniority level
Entry level
Employment type
Contract
Job function
Purchasing and Supply Chain
Industries
Staffing and Recruiting
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