Job Description - Assistant, Contracts
Description View created on 09/19/2014

Assistant, Contracts

FLSA Status: Non-Exempt
Pay Grade: 10
Job Title ID: 16362
Job Series/Job Family: Business Services Series / Purchasing/Inventory Family

Reports To

Manager, Purchasing

Job Purpose

To provide assistance to the contract process for all goods and services at ACC, including contract amendments, renewals and compliance. To assist the Buyers; process requisitions and ensure compliance with purchasing guidelines.

Description of Duties and Tasks

Essential duties and responsibilities include the following. Other duties may be assigned.

  1. Assists with the College''s contracts process, monitors the vendors'' and users'' compliance, and serves as the primary point of contact to contracts.
  2. Provides customer service assistance to budget authorities and end-users within and outside ACC; follows up with vendors regarding all outstanding purchase orders and contracts.
  3. Provides system administration and maintenance of the College contract tracking and management system; ensures system accuracy.
  4. Responsible for the editing, updating, review and administration of contracts; monitors contracts ending dates and provides scheduled reports and Ad Hoc reports.
  5. Conducts Internet research for Buyers to determine sources of supply prior to major purchases and/or award of contracts.
  6. Sends out requests for quotes and determines best value offered by vendors in relation to small dollar purchases following purchasing guidelines.
  7. Receives and investigates complaints and inquiries pertaining to annual contracts, agreements, and purchase orders; reviews documentation and prepares responses and recommendations.
  8. Distributes mail, contracts, and purchase orders for the Purchasing Department and the vendors; assists in expediting payments to vendors in coordination with Accounts Payable.
  9. Provides administrative assistance in relation to bids and requests for proposals that will result in awarded contracts.
  10. Ensures contract compliance with purchasing policies, procedures, and guidelines.

Knowledge

Must possess required knowledge and be able to explain and demonstrate, with or without reasonable accommodations, that the essential functions of the job can be performed.

Required

Skills

Must possess required skills and be able to explain and demonstrate, with or without reasonable accommodations, that the essential functions of the job can be performed.

Required

Computer Skills

Required

Physical Requirements

Work Experience

Required

Preferred

Education

Required

Safety