Alfred University
Clerical Support Staff
Job Description
Job Title:
Dept/School:
Supervisor’s Title:
Procurement Assistant_____________________
Procurement Office/NYS College of Ceramics
Donna Sturdevant/Purchasing Agent
Position Summary - Provide clerical and secretarial assistance to the Statutory Purchasing Agent.
Perform a variety of clerical tasks and activities in the preparation and processing of purchase
orders for the purpose of obtaining supplies, materials, equipment and services.
Requirements
 Education
 Experience

Knowledge/Skills
High School Diploma required.
Minimum two years of business related experience, preferably
working in purchasing or supply acquisitions field.
Working knowledge of procurement procedures as they relate to
the quality and quantity of various supplies and services needed by
the university. Ability to prepare routine correspondence and
narrative reports. Ability to apply appropriate procedures and
regulations to procurement activities. Must be proficient in
Microsoft Office with a strong emphasis in Access and Excel.
Possess basic knowledge of accounting procedures and terms.
Working knowledge of internet and other electronic research tools.
Must be well organized, have excellent interpersonal and customer
service skills.
Job Responsibilities
1. Perform general secretarial and clerical responsibilities:
 Answering phones, field calls, clarify any questions regarding orders placed, and direct as
appropriate.
 Open an distribute office mail
 Resolve any questions or concerns with the visitor/customer before involving the Agent.
 Maintain paper files of reference (catalogs, supplier and internal files)
 Facilitate the needs of internal customers, responding to inquiries of suggested suppliers,
credit card availability and other miscellaneous questions.
 Issue Small Order Form Purchase Orders to authorized Faculty/Staff and maintain &
distribute Small Order Form Logs
 Issue Store Charge Cards to authorized Faculty/Staff and maintain log of issuance
information and account numbers.
 Prepare Word documents and Excel spreadsheets as directed by the Agent.
 Maintain Procurement Office supply cabinet and order office supplies as needed.
 Maintain the appearance of the Procurement Office to insure that it is attractive and
efficient in meeting the needs of customers and staff.
2. Receive and assist external (Supplier Representatives, Technicians) and internal
(Administrators, Faculty, Staff, and Students) customers.
External customers
 Assist external customers (drop-ins introducing new company; presenting product line;
etc.,) direct to Agent if appropriate or schedule appointment.
 Process email information received at the Procurement email address
New York State College of Ceramics
at Alfred University
Procurement Assistant Job Description
1 of 3
Alfred University


Clerical Support Staff
Job Description
Enter or oversee work study entry of vendor information into Master Bidder List
Database
Negotiate with suppliers, freight companies, and manufacturers for non-competitive and
specified competitive procurement of materials and services necessary. Locate and select
potential sources of materials and/or services by researching manufacturers/suppliers.
Internal customers
 Assist internal customers with their questions, requests or concerns:
o Use of proper procedures and form.
o Inquiries of the status of a current order.
o Locate sources and/or products the customer is in need of.
o Assist customers in finding the lowest prices and/or state contract pricing.
o Work closely with Accounts Payable to answer and resolve any questions or
discrepancies in PO information and invoices.
o Work closely with Research and Grants Accounting to insure purchases and dollar
amounts are in compliance with funding.
o Compile past purchasing information for Faculty/Staff upon their request and per
their specific needs.
3. Process Requisitions up to $15,000 in SCT Banner or the SUNY Web System. Obtain
completion of the Vendor Registration Form for new vendors.
 Locate appropriate vendor:
o Assure that best prices have been located, obtain necessary quotations
 Review requisition for commonly purchased products
 Review current (in-house) contract pricing
 Conduct supplier/catalog search using catalog library and/or WWW
o Research State Contracts
 Access OGS website, conduct commodity based search
 Review and apply applicable contract terms and conditions, appropriate
contract and commodity numbers, and restrictions to requisition/order
 Upon receipt review requisition for completeness (budget information, appropriate
signatures, supplier information, product information)
 Check account balance for available funds using the SUNY Web System or Banner.
 Purchase Requests up to $15,000:
o If multiple sources/vendors are applicable, assistant contacts vendors for price
comparison and chooses based on price, availability, etc.
o For Grant or Research funds, obtain approval of the appropriate person in that
department.
 Process using the SUNY Web System or Banner.
 Print Purchase Order and give to Agent for approval and signature
 Burst and Distribute
 Purchase Requests $15,000 and over are given to Purchasing Agent for processing.
4. Update and Maintain Procurement Access Database
 Process changes to database upon receipt of correspondence from suppliers indicating
changes when appropriate.
 Review supplier documentation of Federal and State debarred and suspended suppliers.
New York State College of Ceramics
at Alfred University
Procurement Assistant Job Description
2 of 3
Alfred University
Clerical Support Staff
Job Description
5. Process Returns or Repairs
 Assist internal customers with returns for repair, replacement, etc.
 Contact supplier to complete necessary requirements for returns.
 Arrange for the return/repair/exchange/credit as needed
 Complete and record information as required.
 Follow up on inquiries for status of open orders, complaints concerning purchases,
requests and returns.
6. Process Gas Cylinder Orders, Reports, and Inventory:
 Place weekly gas cylinder orders.
 Record orders for monthly billing and tracking purposes.
 After delivery, review and compare orders with the Picking Tickets immediately
resolving any discrepancies or omissions with then vendor.
 Enter in a spreadsheet for data tracking.
 Reconcile monthly orders and returns for proper billing.
 Process the monthly Rental Fee Invoice and prepare spreadsheet for Accounts Payable.
 Periodically send spreadsheets of tanks currently on campus with information on the
account numbers they are charged to and the building/room number where they are
located to the appropriate faculty/staff member for their reference and to verify the
information.
 Reconcile the NYSCC inventory with the Abbott inventory on a quarterly basis to insure
congruency.
 Assist with annual cylinder audit; reconcile audit record to spreadsheet
 Work with Faculty/Staff to locate any tanks missing from the physical inventory.
Provide Purchasing Agent with a list containing pertinent information about any tanks
that cannot be located at the close of the inventory period.
7. Track Purchase Orders through SCT Banner:
o Maintain spreadsheet of Banner Purchase Orders showing status and other
information.
o Monitor process of Purchase Orders through Accounts Payable and verify closing
or manually close as needed.
8. Assist the Purchasing Agent
 Make necessary appointments, travel plans, and correspondence as needed.
 Assist as directed in preparation of formal bid documents.
 Make preparations for bid openings
o Track vendor requests to be placed on Bid Listings
o Make copies of the invitation for bid or Request for Proposals as instructed by
Agent
o Address and prepare envelopes for mass mailings
o Review/Research as needed.
o Reconcile Procurement Card Statement each month.
o Update Procedure Manual, Web Page, Database, Forms, Passwords, etc. as
instructed and approved by the Purchasing Agent
o Supervise and Train Work-Study
New York State College of Ceramics
at Alfred University
Procurement Assistant Job Description
3 of 3