Junior Buyer

About the Department

The Junior Buyer assists the Sr. Procurement Specialist and Director of Procurement and Contract Services by developing a basic understanding of Yavapai College's policies and procedures in order to aid the team in responsible and legal procurement and contracting practices. Interprets and communicates policies and procedures to departments and suppliers.

Key Responsibilities: 

• Assists departments in initiating lower dollar and lower risk purchase requisitions; examines and analyzes requisitions and backup documentation for completeness and accuracy of information; contacts department, initiator, and/or supplier to clarify or complete information.
• Issues purchase orders through ESM Purchase or Banner ERP, manages and expedites goods & services, accordingly, monitors timely deliveries and assists with any issues pertaining to orders. Process credit applications for new vendor accounts. Creates and/or modifies new suppliers in ESM supplier or the Banner ERP system.
• Oversees general procurement email account: Reviews all correspondence; distributes, organizes, and logs incoming/outgoing contracts or documents and notifications relating to new and renewing contracts; provides necessary updates to ensure exceptional customer service.
• Input contracts and documents as assigned into the contract repository (M-Files);
  • Organizes and files electronic contracts and related documents
  • Updates and notifies appropriate stakeholders and assigned contract owner in the Procurement team of deadlines/requirements for renewing/terminating contracts.
  • Contacts suppliers for updated Certificate of Insurance and W-9’s and files in the contract repository
• Procurement and credit card database maintenance:
  • Maintain user listing and dollar limits of departments and others for purchasing cards, issue new cards, cancel existing as needed.
• Maintain department meeting schedules and agendas.
• Other duties as assigned in preparation for a progression into a Buyer role when appropriate.

Position Duties

•  Associate degree and minimum of two years of related experience with procurement, purchasing, contracting, finance or other closely related areas or combined equivalent experience.
• Act as representative for both internal and external department customer relations by establishing and maintaining good working relationships with YC employees and suppliers.
• Ability to obtain/possess Certified Professional Public Buyer (CPPB) certification
• Working knowledge of Microsoft Office Suite
• Regular attendance is an essential job function as it demonstrates dependability towards the performance of job duties
  
  
  
  

Minimum Qualifications

• Bachelor's degree
• Customer service
• Experience with Banner ERP Software
• Work experience in a community college/higher education work environment
• Strong administrative skills

Other Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements and competencies listed are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit and talk or hear. The employee is frequently required to use hands to finger, handle, or feel and reach with hands and arms. The employee is occasionally required to stand and walk. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds.  Specific vision abilities required by this job include close vision.

Work Environment
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually quiet.