MATERIALS MANAGEMENT PARAPRO/PRO (BUYER) – COOPERATIVE EXTENSION

Reports To: CAFST Fiscal Operations Manager, with a dotted-line reporting relationship to the Division of Business and Finance Director of Procurement
Department: Cooperative Extension
Division/College: College of Agriculture, Family Sciences & Technology

 

ESSENTIAL DUTIES/RESPONSIBILITIES

• Ensure the prompt processing of purchase orders.
• Pre-check requisitions for accuracy, including item descriptions, NIGP codes, account codes, supporting documentation, and valid and current quotes.
• Notify requesters and end users when corrections and/or additional documentation are required; reopen requisitions for correction and cancel requisitions as appropriate.
• Expedite requisitions into purchase orders and process created purchase orders by selecting the appropriate PO type, adding comments and supporting documentation, including signed contracts, bid documentation, Notices of Award, and revised quotes, and reviewing supplier addresses for accuracy.
• Assist requesters with issues related to requisition entry, documentation, and procurement requirements.
• Advise end users when goods and services should be purchased through a statewide contract rather than through an open-market purchase.
• Perform administrative procurement tasks, including obtaining required signatures from the Director of Procurement on dispatched purchase orders and posting purchase orders to the O drive.
• Distribute purchase orders by email, including file copies to requesters and supplier copies to end users for order processing, and notify the Accounts Payable Department when purchase orders have been posted to the O drive.
• Maintain a spreadsheet of all purchase orders processed.
• Perform periodic and fiscal year-end responsibilities, including following up with end users regarding outstanding purchase orders and notifying the Director of Procurement when purchase orders may be closed or should remain open for further processing.
• Support Procurement Office staff in procurement-related activities as needed.
• Perform related duties as assigned by the supervisor.

 

MINIMUM QUALIFICATIONS / KNOWLEDGE / SKILLS / ABILITIES

• Bachelor's degree in a related field.
• Minimum of two (2) years of procurement experience, including experience using the PeopleSoft Financials platform.
• Strong organizational skills with attention to detail and a results-oriented approach.
• Effective communication and interpersonal skills, with the ability to work collaboratively across multiple departments.
• Excellent problem-solving skills, personal initiative, and the ability to anticipate, analyze, and resolve issues in support of established goals and objectives.
• Strong time-management skills, including the ability to manage multiple priorities and competing deadlines.
• Ability to work effectively under deadline pressure.
• Ability to understand and respond to the needs of internal and external customers.
• Knowledge of computers and job-related software applications.
• Technology troubleshooting skills.
• Ability to occasionally travel for training and attend professional meetings and conferences.

 

PREFERRED QUALIFICATIONS / KNOWLEDGE / SKILLS / ABILITIES

• Georgia Certified Purchasing Associate (GCPA) certification or the ability to complete the required coursework within seven (7) months of employment to obtain the GCPA certification.
• Knowledge of State of Georgia procurement policies and procedures, including the Order of Precedence, Georgia Procurement Manual (GPM), National Institute of Governmental Purchasing (NIGP) Codes, Official Code of Georgia Annotated (OCGA), Georgia Procurement Registry (GPR), and Department of Administrative Services (DOAS) requirements.
• Knowledge of federal guidelines and requirements related to the procurement of goods and services using federal funds.

WORKING CONDITIONS

• Work is generally performed in an office environment and may involve periods of sitting, standing, walking, and other routine movement.
• The position may occasionally require work outside normal business hours, including evenings and weekends.

PHYSICAL REQUIREMENTS

• Ability to perform the essential functions of the position with or without reasonable accommodation.
• Ability to remain seated or standing for extended periods and perform routine activities associated with an office and event environment.
• May occasionally be required to move materials or supplies associated with the position.

EQUAL EMPLOYMENT OPPORTUNITY

Fort Valley State University is an equal opportunity employer. The University does not discriminate in employment on the basis of race, color, religion, sex, pregnancy, national origin, age, disability, genetic information, protected veteran status, sexual orientation, gender identity, or any other status protected by applicable federal, state, or University System of Georgia policy.