Category:: Staff Positions
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Department:: Administrative Services Division/Purchasing Dept.
Locations:: Valhalla, NY
Posted:: Mar 24, 2023
Closes:: Open Until Filled
Type:: Full-time
Ref. No.:: SAP32423
Position ID:: 160422

About Westchester Community College:

Westchester Community College was founded in 1946 as the New York State Institute of Applied Arts and Sciences in White Plains. In 1957, the County of Westchester bought the 360-acre John Hartford estate in Valhalla and designated 218 acres for the community college. Westchester Community College is more than just the county's largest educational institution. It is a living, breathing part of Westchester that goes beyond the influence of a typical college and affects the lives of all who enter its doors.

Job Description:

The Staff Assistant (Purchasing):

• Prepares and processes bids for all materials, supplies and equipment in accordance with established regulations and County procedures;
• Prepares and processes bids for public advertisement, including placement of legal notices;
• Places advertised bids on the Internet & BidNet using a web-based application;
• Issues Purchase Orders for goods & services;
• Prepares Requisitions for Purchasing Department;
• Maintains a register of purchase requisitions and bids using a manual or automated system;
• Maintains contracts and file prices in an electronic database;
• Prepares various database reports, such as vendor history and other ad hoc reports, for administrative staff and as required;
• Uses computer applications to enter purchase orders, requests for price quotations, bids, etc;
• Maintains directory of vendors, material category indices, contract files, etc.;
• Prepares and conducts correspondence relating to purchasing, including modification and/or cancellation of purchase orders, etc.;
• Maintains department filing system by vendor, requisition and purchase order to ensure rapid access to files in order to respond in a timely manner to vendor and/or departmentalinquiries;
• Performs related clerical tasks to ensure the effective operation of the department;
• Maintains successful relationship with vendors;
• Works closely with departments to ensure products purchased are with contract guidelines;
• Researches the availability of products;
• Maintains the flow of the office environment;
• Disposes of surplus goods through the auction process;
• Attends seminars to keep up with industry changes;
• Fulfills general office duties;
• Supervises student workers;
• All other duties, as assigned.

Requirements:

REQUIRED QUALIFICATIONS: The successful candidate must possess a high school or equivalency diploma and four years of clerical experience, one year of which the primary was to provide support in the purchasing processes in a unit, division or department primarily dedicated to purchasing functions, and one year of which must have involved financial record keeping, record auditing or maintaining a complex automated filing system or database. Satisfactory completion of 30 credits at an accredited college, business school or secretarial school may be substituted for each year of the above required clerical experience, exclusive of the one year of specialized purchasing support experience. *This is a Civil Service position. The final candidate will be required to take and pass the Civil Service Exam.*

PREFERRED QUALIFICATIONS: Experience with Microsoft Word and Microsoft Excel strongly preferred. The ability to learn other computer software programs/applications also strongly preferred.

Additional Information:

POSITION EFFECTIVE: The position will remain open until filled.

WORK SCHEDULE: 9AM to 5PM. There is some flexibility in the beginning and ending time of the workday. After a few months in the position, the individual may be authorized to work remotely one day a week.

SALARY & BENEFITS: The starting salary is $55,823. Additional compensation with seniority steps maximize at a salary of $69,243. Benefits include comprehensive health coverage, a choice of defined benefit or defined contribution pension plan, generous leave benefits, and access to tax sheltered annuities and a deferred compensation plan.

Application Instructions:

Applicants must apply online by submitting a letter expressing interest in this position, a resume/CV, and contact information for three professional references. You must be legally eligible to work in the United States at the time of hire. Please login to: https://sunywcc.interviewexchange.com/login.jsp in order to check/edit your profile or to upload additional documents. The review of candidates will begin immediately and continue until the position is filled.

Westchester Community College provides accessible, high quality and affordable education to meet the needs of our diverse community. We are committed to student success, academic excellence, workforce development, economic development and lifelong learning.

The College will provide equal opportunity in all of its employment practices to all persons without unlawful discrimination on the basis of political affiliation, age, race, color, national origin, ancestry, citizenship, genetic information, religion, disability, sex, sexual orientation, gender identity, gender expression, marital status, parental status, pregnancy, arrest or conviction record, membership in any reserve component of the armed forces, or use or non-use of lawful products off College premises during nonworking hours, or any other status protected by applicable state or federal law.