Procurement Systems Assistant

Working Title:	Procurement Systems Assistant
WHOI Position:	Procurement Representative I
Date:	03/02
Position Code:	5700
EEO Code:	228

Job Summary
This position reports to the Procurement Systems Coordinator. As a member of the Procurement Team is responsible for reviewing PO related invoices for accuracy and completeness, sorting documents and processing invoices for payment. Examines records of amounts due and makes sure invoices are paid according to terms and discounts taken. Coordinates the PO related accounts payable function within the Institutions established policies. Assists and assures the smooth running of the Procurement technologies by acting as an authoritative source of information for the existing Procurement core systems module. Suggests improvements in processes to increase effectiveness of unit.

Major Duties

Assists in maintaining Procurement system integrity
.
Prepares and pays PO related invoices.
Prepares and pays non-PO related statements as assigned.
Advises and instructs personnel on accounts payable issues as needed.
Works with personnel and vendors via written and telephone correspondence to resolve discrepancies.
Performs data entry tasks to enter and verify payment information.
Reconciliation of month and year-end reporting.
Participates in the ongoing analysis of new releases of Bi-Tech software to include setup, testing and implementation where it affects the Procurement module and applications.
Assists in developing accurate database reports that meet the specifications and standards of the bi-Tech CDD report writer program.
Recommends operational procedures related to PO related payments and system integration.
Build and maintain teamwork with members of the Procurement and IS departments.
Provides backup to the Procurement Systems Coordinator in her/his absence.
May perform other duties, as the supervisor may deem necessary.

Desired Education/Experience for Hiring
College degree preferred with demonstrated skills in accounts payable/procurement processes or college training with two plus years of related experience or equivalent education/experience; must have demonstrated skills with Microsoft Office products and relational databases; demonstrated ability to work effectively and build relationships with department managers, customers, and IS departments. Strong interpersonal, communication and organizational skills essential, along with demonstrated personal initiative and willingness to learn and share the learning.

Last updated: February 25, 2013

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