Purchasing Assistant

Overview

Under direct supervision and according to established guidelines and procedures, processes purchase orders and provides general assistance to The Joint Commission Enterprise employees regarding requests and purchase order status. Provides support to the Procurement Manager, such as computer data entry of purchase orders, sources products, expedites orders and communicates with internal customers and vendors, and assists with the reconciliation of corporate purchasing card purchases and assists with the contract review process.

Responsibilities

Workday:

• Primary contact for internal customers.

• Reviews 90% of requisitions coming to Procurement for approval.

• Reviews requisitions and determine if the appropriate type of requisition was submitted:

• Regular

• Pre-paid

• Capital

• Change requisition

• Checks that appropriate attachments are included in the Workday requisition.

• Verifies supplier status in Workday.

• If requisition is a prepaid, Procurement must choose the appropriate prepaid amortization to ensure the requisition routes to GL for further processing.

• Reviews requisition for accuracy and returns to the requestor any requiring corrections, assisting the requestor with the resolution of any errors.

• Maintains the supplier list.

• Procurement must obtain W-9's and provide all tax information for US suppliers.

• Runs all 3 sanction checks, OIG, SAM and OFAC for all new suppliers.

• Provides basic training 1:1 basic training on Workday requisition and purchase order process for staff when needed, including:

• How to find requisitions that you processed and corresponding purchase orders.

• How to download to a spreadsheet.

• Show cost center Manager how to find all requisitions and purchase orders for their cost center.

• Recommends updates to Procurement job aides as needed.

American Express:

• Compares statements to totals in Workday for the 3 CPC cards and 2 Meeting cards held by Procurement.

• Communicates to all cardholders and delegates regarding month end close and monitors their transactions.

• Assists the cardholders and delegates with reclasses that may need to be completed in Workday.

• Works closely with GL to assist with a timely close.

• Verifies all Amex transactions made by procurement for the appropriate accounting.

• Maintains a spreadsheet and receipts of all procurement Amex for each month.

• Shares the spreadsheet with GL staff and assists with the GAP which is requested by GL during the audit season.

• Maintains monthly accruals for GL.

Supplier responsibility:

• Garvey Office supplies, Amazon, and Connection

• Ensures staff who needs access to any of these suppliers has access; set them up and activate and deactivate when necessary.

• Responsible for all returns to Garvey for the Enterprise.

• Provides the monthly Amazon invoices for reconciliation of the procurement cards.

• Ensures all charges with these suppliers are assigned to appropriate cost centers.

• Main contact person with them to resolve any solutions.

• Conference America's footprint with the Enterprise has diminished considerably, and we are not sure if this relationship will continue. Currently both the President and the Corporate Governance Office (CGO) uses their services for board meetings.

• Monitors the shipments and reconciles this with the invoicing.

Customer Support:

• Assists staff with online registrations seminars and training sessions.

• Obtains appropriate approval documents for these requests.

• Sets up a specific time with requestor to complete this task. Requestor shares their screen and procurement completes the registration by entering the appropriate credit card information.

• Receives the receipts & confirmation from the entity.

• Makes online purchases for staff when requested for such commodities as headsets, staff recreation request, etc.

Gift Card:

• Purchases gift card when requested by department who must provide the following information in a spreadsheet.

• First and last name

• Email address for e-cards

• Provide the list of names for all gifts equal to or greater than $50 to payroll for tax purposes.

Miscellaneous:

• Keeps Management informed in a timely manner of issues requiring escalation.

• Participates in special projects as requested.

Qualifications

• An associate degree in accounting or related field. Bachelor's degree preferred.
• 2-3 years of general accounting experience in purchasing or procurement.
• A working knowledge of the purchasing module in Workday or equivalent financial systems helpful.

This job description is intended to describe the general nature and level of work performed by an employee assigned to this position. The description is not an exhaustive list of all duties, responsibilities, knowledge, skills, and abilities, and working conditions associated with this position. All requirements are subject to possible modification and reasonably accommodate individuals with disabilities.