Category: Office Support        Department: PROCUREMENT & ADMINISTRATIVE SERVICES Locations: Westfield, MA Posted: Aug 6, 2021 Closes: Open Until Filled Type: Part-time Non-Exempt Position ID: 134896 Share

About Westfield State University:

In 1839, Horace Mann founded Westfield State University as the first public higher education institution without barrier to race, gender or economic class. Westfield State University is committed to a policy of non-discrimination, equal opportunity, diversity and affirmative action. We are dedicated to providing educational, working and living environments that value the diverse backgrounds of all people including minorities, women, veterans, individuals with disabilities and other protected persons, or individuals with diverse cultural backgrounds.

Westfield State is the most residential of the state universities in Massachusetts, with over 60% of our 5600 full-time undergraduate students living on campus. The campus is ideally situated on the edge of the Berkshire Mountains in western Massachusetts just 30 minutes from the thriving cultural centers of Northampton and Amherst, and 1.5 hours from both Boston and Albany.

Job Description:

Campus Title: Procurement Assistant
State Job Title: Clerk IV
Department: Procurement and Administrative Services
Job Code: H13X07
FLSA Status:  Non-Exempt 
Funding:  7115-0100
Bargaining Unit:  AFSCME 
Job Type: Part-Time Permanent 
Timeframe: 52 Weeks 
Shift: Monday- Friday 9:00 a.m. - 3:00 p.m. 
Regular Days Off: Saturday and Sunday 
Supervision Received: Reports to the Buyer IV in Procurement and Administrative Services.  May also receive direction from Director of Procurement and Administrative Services.
Supervision Exercised: None 
Salary: $1,080.20 Bi-Weekly 

General Statement of Duties:
Responsible for the accuracy of all of the information in the Vendor Master File and maintaining valid vendor insurance certificates. Participate in the administration and distribution of University bids and requests for proposals. Distribute and control University credit cards. Serve as backup for issuing E numbers for travel requests, entering information into MMARS system, and reviewing and approving requisition orders in Banner.

Duties and Responsibilities:
Duties include but not limited to:
Essential:

• Review and validate information on vendor W9 forms. Add vendors to the Banner Vendor Master File after completing the review and validation of the vendor's W9 form. Make all updates, including address changes to the Vendor Master File.
• Maintain master file of vendor insurance certificates. Make sure we have a valid certificate for vendors that come on to our campus. Responsible for getting valid certificate if we don't have one.
• Responsible for the issuing and control of credit cards (such as Costco, Walmart, etc.).
• Maintain office files
• Participate in the administration and distribution of University bids and requests for proposals.
• Screen and answer phone calls in Procurement as needed.
• Backup for issuing E numbers for travel requests.
• Backup for reviewing travel soft notifications.
• Backup for entering information into MMARS system.
• Backup for reviewing and approving requisition orders in Banner.
• Ensure mail is picked up and brought down to building mailroom daily.
• Other duties as assigned by Buyer IV or Director.

Requirements:

Qualifications Required at Hire:

• Ability to read, write and comprehend the English language.
• Ability to work accurately with names, numbers, codes and/or symbols.
• Ability to perform arithmetical calculations (addition, subtraction, multiplication and division) with speed and accuracy.
• Ability to establish and maintain harmonious working relationships with others.
• Ability to communicate effectively in oral expression.
• Ability to deal tactfully with others.
• Ability to establish and maintain harmonious working relationships with others.

Preferred Qualifications:

• Experience working with Microsoft Office and an Enterprise Resource Planning System (ERP).
• Knowledge of Massachusetts state procurement laws 

Minimum Entrance Requirements:

• Applicants must have at least (A) two years of full-time, or equivalent part-time, experience in office work.

Qualifications Acquired on Job:

• Thorough knowledge of departmental, university, and state rules, regulations, policies and procedures
•  Ability to use hardware and software packages used in the department; working knowledge of the duties performed and equipment used by the Procurement Department staff.

License and/or Certification Requirements:

• None

Additional Information:

Salary:
For the majority of new employees, the minimum starting salary will apply. Specific salary for current Westfield State University employees and individuals currently working for the state of Massachusetts must be calculated individually in accordance with collective bargaining and state policies and procedures.

State job specifications for this position may be found at the department of higher education website: http://www.mass.edu/foremployees/classificationspecs/classspecs-pers.asp

Disability Accommodations:
Westfield State University understands that persons with disabilities may need assistance with the job application process and/or with the interview process. For confidential assistance regarding disability accommodations, please contact the Office of Human Resources at (413) 572-8106.

Background Check:
Employment at Westfield State University is contingent upon a background check that is satisfactory to the University. Failure to provide written authorization for a background check will nullify the offer of employment.

Application Instructions:

An online application is required. A resume and cover letter may be attached but this is not required.

Deadline: Review of applications will begin August 16, 2021. The job posting will be open a minimum of ten days and, if needed, will remain open until finalist have been selected.

NOTE: If you need assistance completing your application please contact our online Help Desk. The link to the help desk can be found at the top of the page via Contact Us.
Westfield State University provides equal access to employment opportunities for all applicants, regardless of race, color, creed, religion, national origin, gender, sexual orientation, gender identity, gender expression, genetic information, marital status, age, disability or veteran status in compliance with all applicable laws, regulations and policies.