Summary/Objective: Under general supervision, the Purchasing Assistant performs a variety of clerical and data entry tasks for Purchasing and other departments as needed. Responsibilities include data processing, filing, and typing, running errands on and off the Campus (including regular trips to Louisville and Elizabethtown), making deliveries, reconciling bills and other accounts.
Essential Functions:
- Enforce all purchasing policies and procedures.
- Ensure that purchases adhere to departmental budget requests.
- Log all order receipts and confirmations in Microix.
- Track and monitor purchases, from initial order to delivery.
- Address and report active purchase errors in a timely manner.
- Create Microix workflows for Sisters.
- Deliver received goods to the requesting entity.
- Facilitate the return of damaged and mis-ordered products.
- Collaborate with accounting personnel to reconcile financial records.
- Reconcile monthly credit card statements.
- Identify potential vendors with which to arrange purchases.
- Contact vendors to confirm purchase details.
- Answer inquiries from potential vendors.
- Assist in taking recycled plastic bags to Kroger Drop Off Location.
- Pick up mail from the Post Office for P.O. Box 3000. Sort and place mail including internal campus mail in Sisters' and Departments' mailboxes. Deliver Carrico Hall Sisters' personal mail to Sister Services for in-room delivery.
- Maintain Mail Room key inventory and box inventory spreadsheets.
- Coordinate and attend weekly meetings with the Purchasing Manager.
- Other duties may be assigned.
In addition to the above requirements, it is also your obligation as an employee to understand and uphold the mission, charism, values and language of the Sisters of Charity of Nazareth.
