Procurement Assistant

About the role

The Applied Research Laboratory (ARL) at Penn State is searching for a Procurement Assistant to join their Purchasing Department. The mission of the ARL Purchasing Office is to support procurement activities by managing the end-to-end process including ensuring maximum value for dollars spent, adhering to government and university procurement and contracting regulations and policies/procedures, assuring timely delivery of goods/services, ensuring proper record-keeping/safe custody of procurement and procurement related documentation, facilitating procurement training, and managing relationships with all stakeholders in the procurement process.

Responsibilities

• Lead processing of Requests for Quotations for the Purchasing Office (Cradle to Grave Concept)
• Expedite open purchase orders
• Work closely with Supply Chain group on various activities and actively participate in and contribute in being involved with various groups and meetings
• Work closely with technical office personnel relative to RFQs and expediting of orders
• Maintain a good working relationship with suppliers in order to get information on deliveries and/or reasons for delays, etc.
• Cook up and collaborate with the ARL purchasing and accounting offices
• Cook up and collaborate with student interns or others that may be hired to assist position responsibilities
• Coordinate and collaborate with the ARL purchasing and accounting offices
• Prepare, edit, and process low-dollar purchase orders within established dollar limits and in accordance with government procurement regulations and per University policies/procedures
• Contact vendors and suppliers for quotations, responding to questions related to RFQs or other inquiries, and follow up on outstanding purchase orders as may be needed
• Avoid order discrepancies; obtain vendor certifications and certificates of liability insurance or other documents as may be required and requested
• Aid Procurement Managers and Agents with vendor research and negotiations; obtain information on price, delivery, payment, specifications, and purchase order terms as may be required
• Use a variety of electronic systems and databases to import and create documents, track vendor information and payments, create auctions, compose correspondence, create and process purchase orders, requests for proposal, and various financial transactions
• Aid in monitoring internal and external customer satisfaction
• Perform general office duties such as mail distribution, answering phones and greeting visitors
• Supervise staff members, including hiring, development, and performance management
• Work with and train student interns or others that may be hired to assist position responsibilities

Requirements

• Active security clearance, at the Secret level or higher
• Documented 2+ Years of actual experience in working with controlled drawings relative to issuing Requests For Quotations (cradle to grave – issuance of RFQ, answering/responding to questions, receiving responses, tabulating responses, working with requesters/engineers/other personnel as may be required)
• Documented 2+ Years of actual experience expediting open purchase orders including running reports, sorting information out of reports, updating information, relaying information in an understandable and useful manner
• Previous success with collaborations in a multi-disciplinary, team-oriented culture in an environment consisting of mostly remote employees
• Past success in an office environment, where various forms of communication and organizational skills were crucial to be effective
• Excellent time management skills including understanding prioritizing work on a daily basis or as may be required
• Computer skills to include Excel, Word, Project, email, Adobe, etc.
• Demonstrated ability to work through difficult problems, using proper steps to define and formulate ideas to reach a solution

Qualifications

• General Equivalency Diploma (GED) or High School (HS) 2+ years of relevant experience; or an equivalent combination of education and experience accepted
• Required Certifications: None

Skills

• Knowledge of and experience with SAP ARIBA financial system related to procurement

Benefits

Salary range for this position, including all possible grades, is $38,700.00 - $58,104.00. Salary Structure - Information on Penn State's salary structure

Penn State provides a competitive benefits package for full-time employees designed to support both personal and professional well-being. In addition to comprehensive medical, dental, and vision coverage, employees enjoy robust retirement plans and substantial paid time off which includes holidays, vacation and sick time. One of the standout benefits is the generous 75% tuition discount, available to employees as well as eligible spouses and children. For more detailed information, please visit our Benefits Page.

Pay

$38,700.00 - $58,104.00

Schedule

Hybrid to begin, but fully remote opportunities may exist for the right person.