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Purchasing and Property Assistant Bookmark this Posting Print Preview | Apply for this Job

Posting Details

Position Information

Job Title Purchasing and Property Assistant

Full Time/Part Time Full Time

FLSA Non-Exempt

General Job Description

This is a clerical position responsible for assisting with procurement and property activities and for performing work related to the procurement and property function in Procurement and Business Services. Responsible for fielding department calls and processing incoming and outgoing mail for the department on a daily basis. May receive, record, and deposit fees. Work may require extensive interaction with the campus community, other state agencies, and the general public. Works under moderate supervision, with limited latitude for the use of initiative and independent judgement. Reports to the Property Manager.

Essential Job Functions

1. Provides clerical and administrative support by assisting purchasing and property staff in daily duties and responsibilities.

2. Assists administration in the development of departmental policies.

3. Explains procedures related to the activities of the department.

4. Answers and routes incoming telephone calls to department staff and monitors and distributes emails received to the departmental email address.

5. Reviews and routes contracts to departments and/or vendors and ensures fully executed contracts are maintained in contracts database.

6. Ensures vendor insurance certificates are maintained and current.

7. Monitors contracts and coordinates signatures and scanning with purchasing staff as needed.

8. Monitors the purchase order and change order print process; troubleshoots issues.

9. Reviews purchaser documentation and manages workflow in record retention system.

10. Issues new vendor letters.

11. Prepares, analyzes, and processes reports as needed and maintains departmental records.

12. Processes solicitations, securely logs bids, and compiles responses.

13. May assist with timekeeping and payroll records for the department.

14. Inputs receiving and return entries into Banner system.

15. Assists with tagging inventory and recording property numbers in Banner system.

16. Assists with annual physical inventory and monitors missing equipment.

17. Assists with sales of surplus and scrap material and records and disposes of computer surplus.

Non-Essential Job Functions

1. May receive and/or supervise the receipt of payments from students and others for departmentally sponsored activities.

2. May act as receptionist.

3. May train other department assistants or act as back up to other department assistants as needed.

4. Performs other related duties as assigned.

Required Knowledge, Skills, and Abilities

The individual must possess the following knowledge, skills, and abilities or be able to explain and demonstrate that the individual can perform the essential functions of the job, with or without reasonable accommodation.

1. Knowledge of, or ability to learn, university and departmental policies and procedures.

2. Knowledge of records administration and maintenance techniques and procedures.

3. Skill in the use of standard office equipment and software.

4. Skill in using computer applications including spreadsheet, database, and word processing software.

5. Ability to communicate effectively in both oral and written form, maintain effective interpersonal relationships, and meet and deal with departments in a courteous and efficient manner.

6. Ability to set priorities, complete assignments on time, and work independently of supervision.

7. Ability to accurately prepare and maintain records, files, and reports.

8. Ability to learn office and university-specific software.

9. Ability to work with and maintain confidential information.

10. Ability to operate a forklift and electric pallet jack.

11. Physical condition adequate to permit full performance of duties.

Physical Demands

Required Education

High school diploma or equivalent is required.

Required Experience and Training

Two years of general office experience is required. Familiarity with word processing equipment and software is required.

Preferred Qualifications

Experience in purchasing practices and procedures is preferred. Supervisory experience is preferred.

Special Conditions for Eligibility

This is a security-sensitive position subject to criminal record check.

This is an IT-sensitive position subject to the Computer and Network Security policy.

Min Pay Rate

Mid Pay Rate

Salary Information Salary Grade - 18

Specific Job Requirements/Duties for this Posting

Performs or assists with the loading, unloading, and transporting of items using various methods, which may include the occasional handling of heavy objects.

Is Background Check Required? Yes

Benefit and Retirement Eligibility

This position is eligible for participation in the Teacher Retirement System of Texas ( TRS ) retirement plan, subject to the position being at least 20 hours per week and at least 135 days in length.

EEO Statement

Stephen F. Austin State University, an Equal Employment Opportunity and Affirmative Action Employer and Educator, is committed to excellence. All qualified applicants will receive consideration for employment without regard to sex, race, creed, color, age, national origin, religion or physical or mental disability as required by law. If, because of an impairment or disability, you need accommodation during any part of the employment process, please contact Human Resources at 936-468-2304.

Posting Detail Information

Posting Number S2025-119

Candidates Eligible to Apply Open to all qualified applicants

Number of Positions Available 1

Posted Date 07/07/2025

Review Start Date

Close Date

Work Schedule Monday-Friday, 8:00 am- 5:00 pm. Some overtime may be required.

Open Until Filled Yes

Special Instructions to Applicants

Posting Quick Link https://careers.sfasu.edu/postings/13169

Contact Information

Contact Name Carol Fountain

Contact Phone (936)468-6495

Contact Email [email protected]

Contact Information

Supplemental Questions

Required fields are indicated with an asterisk (*).

+ * Which of the following best represents your education background?

+ Completed High School Diploma or GED

+ Completed some college

+ Completed Associates Degree

+ Completed Bachelor's Degree

+ Completed Master's Degree

+ Completed Doctoral Degree or ABD

+ * Which of the following best represents the number of years experience you possess relating to the job to which you are applying?

+ Less than two years

+ Two to three years

+ Four to five years

+ Six to seven years

+ Eight to nine years

+ Ten or more years

+ * Please describe your experience using Microsoft Word/word processing software.

(Open Ended Question)

+ * Do you have experience in governmental purchasing?

+ Yes

+ No

+ * How many years of supervisory experience do you have?

(Open Ended Question)

Documents Needed To Apply

Required Documents

+ Resume

+ Cover Letter

+ List of References

Optional Documents