Purchasing Assistant, Special Purchases and Fixed Asset Management
Oakton Community College
Des Plaines, IL
Full-time
Management
Posted on May 1, 2024
About Oakton College :
For 50 years, Oakton College has been the setting where thousands begin or continue their college or career studies. Educating people of all ages, from all walks of life and from more than 40 nations, Oakton focuses on improving the quality of life for everyone who enters its doors.
We offer:
Hybrid Work Schedules
Continuing Education
Great Benefits
Paid Winter Break
FRIDAYS OFF during the Summer
Job Description:
Basic Function and Responsibility:
Under general supervision, maintain all equipment, special supplies, and grants purchase records, manage the College's fixed asset inventory, obtain and secure product and price information, place orders using the current financial system and provide support needed to complete orders.
Characteristic Duties and Responsibilities:
- Enter, update and maintain purchase records and perform purchasing related tasks. Tasks include receiving requisitions pertaining to special purchases, such as Capital Equipment and Special Supplies, sourcing appropriate vendors, obtaining and securing pricing, compiling, printing and faxing the Purchase Orders. Monitor spending against the budget for these purchases by tracking and maintaining spreadsheets for the materials ordered. Spreadsheets include, but are not limited to: the Capital Equipment/Supplies list, Remodeling list, Purchases for the Foundation, Perkins Grant, Program Improvement Grant (PIG) Grant, and additional Grants as needed, and preparing reports on dollars spent verses available budgets.
- Maintain physical inventory/fixed asset records. Includes working with Receiving to issue inventory tags when identified items are received, physically tagging the items, recording locations, and maintaining the Banner "Fixed Assets module" in the Banner System, assigning temporary tags, converting to permanent tags, and process depreciation against it. Also includes updating new assets records, assets that are transferred, sold, lost or disposed of. Performs inventory transactions at time of physical inventory, and reports assets list to Finance for audit purposes.
- Prepare and type bids, quotes, sales and spreadsheets; maintain records of Requisitions, bids, and quotes.
- Discuss purchases/specifications with vendors, administrators, faculty and staff, referring as appropriate.
- Follow-up and expedite orders.
- Process returns for damaged or incorrectly shipped items.
- Resolve delivery, back orders, and invoice problems with Central Receiving and Accounts Payable.
- Perform other job-related duties as assigned.
Requirements:
Qualifications and Working Conditions:
- Associate's degree in General Business or an equivalent combination of education and experience from which comparable knowledge and abilities can be acquired is required.
- Two years of experience in a purchasing department is required.
- Ability to utilize a keyboard to enter, retrieve and manipulate data on a PC and proficiency in word processing and spreadsheet software programs is required.
- Course work in purchasing is desirable.
Additional Information:
Supervision Received:
Functional supervision is received from the Purchasing Manager. Administrative supervision is from the Controller.
Supervision Exercised:
None.
HOURS: Monday - Friday 8:15 am - 5:00 pm
SALARY: $46,789
Based on the needs of the college and with Administrator approval, some positions at the college may have hybrid schedule options available after 30 working days.
Oakton is accessible by public transportation.
Application Instructions:
For further details, visit our website at www.oakton.edu and select the Employment link to view Employment Opportunities.
Please be sure to have a current resume, cover letter, and list of, at least, three (3) professional references with contact information prepared to submit with your application.
Oakton College is an equal opportunity, affirmative action institution, committed to employing competent, qualified individuals. Oakton College does not discriminate on the basis of race, color, creed, religion, national origin, disability, age, marital status, military status, socioeconomic status, sex or gender, gender identity, or sexual orientation in admission to and participation in its educational programs, college activities and services, or in its employment practices.
Posted positions may be removed from the Oakton website without notice when it is determined that no additional applicants are required.
Out-of-State Employment Defined
Oakton College's primary location of operation is in the state of Illinois. An "out-of-state employee" is defined as an employee of Oakton College whose primary work location is outside of the state of Illinois. State taxes, employment tax, and worker's compensation provisions vary from state to state and require payroll compliance with these various rules.
Allowable States for Out-of-State Employment
All employees must maintain their primary residence in Illinois, Indiana, or a reciprocal state with Illinois. Reciprocal states include Iowa, Kentucky, Michigan, and Wisconsin. Illinois has tax agreements with these reciprocal states. Employees may have their primary residence in Indiana since Indiana is adjacent to Illinois.
URL: www.oakton.edu
