Purchasing Support -- Texas State Library & Archives Commission -- Austin, TX

Division: Administrative Services
Position Title: Purchasing Support
Apply Now: https://capps.taleo.net/careersection/ex/jobdetail.ftl?job=00022771&tz=G...
Work Location: 1201 Brazos - Austin, TX 78711
Working Hours: M-F 8-5
Salary Group: A13
Classification No. 0154 - Admin Assistant III
Job Posting No. 00022771
Monthly Salary: $2500 - $2950 /Month
Date Job Available: October 01, 2022

Please paste the following URL into a browser to view the entire job posting in the CAPPS Career Section: Job Description - Purchasing Support (00022771) (taleo.net)

TSLAC is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, national origin, age or disability in employment or in the provision of services, programs, or activities. For job opening inquiries or to request a reasonable accommodation under the Americans with Disabilities Act please contact the TSLAC Human Resources office by calling 512-463-5474.

Veterans, Reservist or Guardsmen with an MOS or additional duties that fall in the fields of 51C; LS; 28; 3043; 6C0XI or other related fields pertaining to the minimum experience requirements may meet the minimum qualifications for this position and are highly encouraged to apply. Please call Human Resources at (512) 463-6564 with questions or for additional information.
Additional Military Crosswalk information can be accessed at http://www.hr.sao.state.tx.us/Compensation/MilitaryCrosswalk/MOSC_Inform...

JOB SUMMARY
Performs complex (journey-level) administrative support work in the Purchasing Department. Work involves providing internal administrative support including working on quote requests for non-IT related spot purchases (under $10,000), following up on processed purchase orders for goods, and processing required paperwork in coordination with the purchasing team; and overseeing the maintenance of the purchasing team inbox. All work must follow state guidelines, rules, policies, and laws. Administrative Assistant works with Purchasing Team to ensure internal and external deadlines are met and goods and services are procured in the most timely, efficient, and effective manner. May provide guidance to others. Works under general supervision with moderate latitude for the use of initiative and independent judgment.

ESSENTIAL FUNCTIONS

  • Provide support to staff with purchasing related tasks, such as supply orders, training registrations, and CAPPS troubleshooting
  • Requests quotes from appropriate sources for non-IT related commodities or services up to $10,000
  • Runs queries and reports on a scheduled basis; Tracks order status and conducts appropriate follow-up with vendors
  • Maintains necessary records to comply with state and federal audit regulations
  • Compiles and submits required internal purchasing-related reports as assigned
  • Attends work regularly in accordance with agency leave and attendance policies
  • Complies with all applicable agency policies and procedures including safety and standards of conduct
  • Perform other duties as assigned

NON-ESSENTIAL TASKS

  • May assist vendor with registration into CAPPS
  • May assist with IT related purchasing tasks as requested
  • May oversee agency Supply Store as needed or assigned

MINIMUM QUALIFICATIONS

  • Graduation High School or equivalent certification
  • Experience procuring goods or services
  • Two years of public contact experience
  • Experience with an online e-procurement system
  • Must complete Basic Texas Purchaser course within the first six months of employment
  • Skill in using Microsoft software: Word, Excel, and Outlook
  • Knowledge of laws governing purchasing operations
  • Ability to establish and maintain effective work relationships with co-workers and work-related contacts
  • Ability to effectively communicate orally and in writing
  • Ability to work as part of a team
  • Ability to maintain an electronic system for accurate record keeping
  • Ability to locate and utilize print and electronic sources for procurements
  • Ability to interpret, explain, and comply with purchasing rules, regulations, policies, and procedures
  • Ability to be flexible, demonstrated integrity, and strong work ethic

PREFERRED QUALIFICATIONS

  • Experience with procurement procedures in a Texas state agency
  • Experience in using Centralized Accounting and Payroll/Personnel System (CAPPS), PeopleSoft, or Oracle-based software for procurement tool
  • Experience with Adobe PDF documents and skill using Adobe DC Pro or Adobe Sign software
  • Experience in using Microsoft Teams, Zoom, or other virtual meeting software
  • Experience in providing support to non-purchasing staff and/or vendors about purchasing

OTHER REQUIREMENTS

  • Valid Texas driver’s license and good driving record; May use personal vehicle for travel
  • Criminal history check required of successful applicant
  • Work hours are standard 40 hours per week

SUPERVISION

  • Reports to the Purchasing Team Lead
  • No supervisory responsibilities

OTHER BENEFITS

  • Potential to work remotely 2-3 days each week based on 6 months of successful performance
  • Ability to become trained as a certified Texas Purchaser, if desired
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Texas