Procurement Assistant

Job Posting Closing Times: Job postings are removed from advertising at 12:00 A.M. on the closing date e.g., at midnight on the day before the closing date.

Austin Community College employees are required to maintain a domicile in the State of Texas while working for the college and throughout the duration of employment. – AR 4.0300.01

If you are a current Austin Community College employee, please click this link to apply through your Workday account.

Austin Community College is a public two-year institution that serves a multicultural population of approximately 41,000 credit students each Fall and Spring semester.  We embrace our identity as a community college, as reflected in our mission statement.  We promote student success and community development by providing affordable access, through traditional and distance learning modes, to higher education and workforce training, including appropriate applied baccalaureate degrees, in our service area.

As a community college committed to our mission, we seek to recruit and retain a workforce that:

• Values intellectual curiosity and innovative teaching

• Is attracted by the college's mission to promote equitable access to educational opportunities

• Cares about student success and collaborates on strategies to facilitate success for populations including; first generation college students, low-income students, and students from underserved communities.

• Focused on student academic achievement and postgraduate outcomes

• Welcomes difference and models respectful interaction with others

• Engages with the community both within and outside of ACC

Job Posting Title:

Job Description Summary:

Job Description:

Description of Duties and Tasks ​

Essential duties and responsibilities include the following. Other duties may be assigned.

• Provides customer service assistance to budget authorities and end-users within and outside the Austin Community College District (ACC); follows up with vendors regarding all outstanding purchase orders, including inquiries for items or invoices not received by departments or Procure to Pay (P2P) department.

• Assists with assignments affiliated with the Small Business Development Programme (SBDP) designed to improve the small and local business community's exposure to ACC's procurement needs.

• Provides system administration for the College's credit card programme(s), including processing credit card requests, researching transactions, updating merchant codes, communicating with cardholders in-person, on the phone, and in writing. Closing past due and defunct Closing past due and defunct accounts, conducting credit card audits with the assistance of artificial intelligence (AI), user set-up and approval, and account maintenance.

• Maintains various databases for recording items received, price changes, and purchase order changes; updates the database for supplier onboarding and updating processes.

• Conducts internet research for buyers to determine sources of supply prior to major procurements or award of contracts.

• Sends out requests for quotes and determines the best value offered by suppliers in relation to small-dollar purchases.

• E-files and maintains a repository of documents relating to the procurement process.

• Distributes documents, including requisitions and purchase orders, to business partners; assists in expediting payments to suppliers in coordination with Invoice to Cash (I2C).

• Provides administrative assistance in relation to supplier setup, bids and requests for proposals as required.

• Ensures compliance with procurement policies, administrative rules, statutes, business processes, procedures, and guidelines.

• Assists internal and external business partners and buyers with requisitions, processes purchase orders and honorariums; logs requisitions and makes small purchases; and performs other duties as assigned.

• Works in a team environment to perform a plethora of administrative or procurement-related tasks.

• Assists with ongoing initiatives, projects, and special projects as assigned.

• Collaborates with others to address our business partners’ concerns.

• Helps to research and compile data for stakeholders.

• Provides recommendations for new procedures or best practices to improve efficiency.

Knowledge & Skills ​

Must possess required knowledge and skills and be able to explain and demonstrate, with or without reasonable accommodations, that the essential functions of the job can be performed.

• Procurement terminology and processes.

• Ability to process invoices, requisitions, and purchase orders.

• Supplier databases.

• Online ordering systems.

• Maintaining an established work schedule onsite at the designated work location.

• Provides administrative support, and is knowledgeable about the supplier setup and registration process, maintains data in the applicable repositories, and conducts research.

• Ability to communicate clearly orally and in writing, listen to co-workers' directives, and provide exemplary customer service to business partners and stakeholders.

• Self-motivated individual who can work independently or as part of a team in a fast-paced environment with changing deadlines.

• Effectively uses organizational and planning skills while paying attention to detail and following through to task completion.

• Responsible person who adheres to the College's protocols and guidelines.

• Maintains the confidentiality of work-related information and materials.

• Establishes and maintains effective working relationships.

Technology Skills

• Use a variety of spreadsheets, word processing, database, and automated financial software.

Required Work Experience

• One year of related work experience.

Required Education ​

• High school diploma or educational equivalent.

Other Preferred Qualifications ​

• Knowledge and experience with automated financial/purchasing systems.

Physical Requirements ​

• Work is performed onsite in a standard office or similar environment.

• Subject to standing, walking, sitting, bending, reaching, pushing, and pulling.

• Occasional lifting of objects up to 20 pounds.

Salary Range (PG 3)

$48,630 - $55,284

Number of Openings:

Job Posting Close Date:

Clery Act

As required by the US Department of Education, employees are required to report violations under Title IX and, under the Jeanne Clery Campus Safety Act (Clery Act), select individuals are required to report crimes. If this position is identified as a Campus Security Authority (Clery Act), you will be notified, trained, and provided resources for reporting.

Austin Community College produces an Annual Security Report as required by the Clery Act. This report includes statistics from the previous three years concerning reported crime that occurred on campus; public property adjacent to and accessible from campus; and in certain non-campus buildings/property owned or controlled by ACC. The report includes institutional policies concerning campus security and other safety information.

For direct access to the current Annual Security Report, visit www.austincc.edu/asr . You may obtain a hard copy by contacting the Clery Compliance Officer ( CleryComplianceOfficer@austincc.edu ). For an overview, see ACC's Clery Act website.

Disclaimer

The above description is an overview of the job. It is not intended to be an all-inclusive list of duties and responsibilities of the job, nor is it an all-inclusive list of the skills and abilities required to do the job. Duties and responsibilities may change with business needs. ACC reserves the right to add, change, amend, or delete portions of this job description at any time, with or without notice. Employees may be required to perform other duties as requested, directed, or assigned. In addition, reasonable accommodations may be made by ACC at its discretion to enable individuals with disabilities to perform essential functions of the job.