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Purchasing Assistant

WESTERN CONNECTICUT STATE UNIVERSITY

Recruitment # 251024-6693CL-001

Location Danbury, CT

Date Opened 10/30/2025 1:00:00 PM

Salary $27.76 - $36.17/hour (New state employees start at minimum of the pay range)

Job Type Open to the Public

Close Date 11/14/2025 11:59:00 PM

Go Back Apply View Benefits (https://www.jobapscloud.com/CT/jobs/?b=Benefits)

+ Introduction (https://www.facebook.com/sharer/sharer.php?u=https%3A%2F%2Fwww%2Ejobapscloud%2Ecom%2FCT%2Fsup%2Fbulpreview.asp"e=)

Western Connecticut State University (WCSU) is a constituent unit of the Board of Regents for Higher Education (BOR), Connecticut State Colleges and Universities (https://www.ct.edu/) . As one of the State of Connecticut (https://portal.ct.gov/) institutions of higher learning, this university offers undergraduate and graduate programs that weave together liberal arts and professional education and instill a desire for life-long learning.

We are recruiting for a part-time Purchasing Assistant (https://www.jobapscloud.com/CT/specs/classspecdisplay.asp?ClassNumber=6693CL&LinkSpec=RecruitNum2&R1=&R3=) position to aid the Director of Procurement & Contract Compliance and other department staff. This position is not expected to supervise lower-level employees.

POSITION HIGHLIGHTS:

+ Part-Time, 19 hours per week, in-person

+ Monday - Friday between the hours of 9:00am - 4:30pm (exact work scheduled to be determined at time of hire)

+ Energetic, fast-paced office

ABOUT THE ROLE:

The individual will be required to be familiar and act as a subject matter expert on university and state procurement policy and guidance. Additionally, this position will:

+ Be responsible for the full range of purchasing related support duties for the WCSU Administrative Services Office.

+ Serve as a first point of contact for faculty and staff.

+ Focus on purchasing activities accountable for independently processing routine purchase, food service, and other requests while assisting in the overall preparation and processing of purchase requisitions for equipment, services, and materials.

+ Under the guidance of the Director of Purchasing and Compliance, the individual shall have the ability to make independent judgment, decision making and follow through in carrying out routine technical purchasing functions such as contract file management, monitoring of term contracts expiration dates, acceptance of bids, drafting contracts, tracking and logging of bids and preparing bid tabulations as needed.

+ Oversee and audit of Purchase Card transactions, as required.

WHAT WE CAN OFFER YOU:

+ Visit our State Employee Benefits Overview (https://www.jobapscloud.com/CT/jobs/?b=Benefits) page!

+ Professional growth and development opportunities.

+ A healthy work/life balance (https://www.youtube.com/watch?v=y6n9M1Qd5fo) to all employees.

Selection Plan

FOR ASSISTANCE IN APPLYING:

Check out our Applicant Tips on How to Apply! Need more resources? Visit our Applicant Reference Library (https://portal.ct.gov/das/home/services-for-state-employees/statewide-human-resources/applicant-reference-library?language=en\_US) for additional support throughout the recruitment process.

BEFORE YOU APPLY:

+ Meet Minimum Qualifications: Ensure you meet the Minimum Qualifications listed on the job opening by the job closing date. You must specify your qualifications on your application. The minimum experience and training requirements listed must be met by the close date on the job opening, unless otherwise specified.

+ Educational Credits: List your earned credits and degrees from accredited institutions accurately on your application. To receive educational credits towards qualification, the institution must be accredited. If the institution of higher learning is located outside of the U.S., you are responsible for providing documentation from a recognized USA accrediting service which specializes in determining foreign education equivalencies to the contact listed below by the closing date listed on the job posting.

+ Resume Policy: Per Public Act 21-69 (https://www.cga.ct.gov/2021/act/pa/pdf/2021PA-00069-R00SB-00056-PA.pdf) , resumes are not accepted during the initial application process. As the recruitment process progresses, candidates may be required to submit additional documentation to support their qualification(s) for this position. This documentation may include: a cover letter, resume, transcripts, diplomas, performance reviews, attendance records, supervisory references, licensure, etc., at the request and discretion of the hiring agency.

+ Preferred Shift/Location: Select all location(s) and shift(s) you are willing to work on your application. Failure to do so may result in not being considered for vacancies in that specific location or shift.

+ Timely Submission: All application materials must be received by the job posting deadline. You will be unable to make revisions once you officially submit your application to the State. Late submissions are rarely accepted, with exceptions only for documented events that incapacitate individuals during the entire duration of the job posting. Request exceptions by emailing [email protected].

+ Salary Calculations: For current state employees, salary calculations are not necessarily comparable from one of the three branches of state government (i.e., Executive, Legislative, Judicial) to the other.

+ Note: The only way to apply to this posting is via the ‘Apply’ or ‘Apply Online’ buttons on the official State of Connecticut Online Employment Center job posting.

AFTER YOU APPLY:

+ Referral Questions: This posting may require completion of additional Referral Questions (RQs), which must be completed by the questionnaire’s expiration date. If requested, RQs can be accessed via an email sent to you after the job close date or by visiting your JobAps Personal Status Board (Certification Questionnaires section).

+ Prepare For An Interview: Interviews are limited to those whose experience and training are most aligned with the role. To prepare, review this helpful Interview Preparation Guide to make the best impression!

+ Stay connected! Log in daily to your JobAps Personal Status Board to track your status and check email (including spam/junk folders) for updates and tasks.

+ The immediate vacancy is listed above, however, applications to this recruitment may be used for future vacancies in this job class.

+ Note: This position will be filled in accordance with contractual language, reemployment, SEBAC, transfer, promotion and merit employment rules. Candidates who are offered and accept a position with the State of Connecticut are bound by the State Code of Ethics for Public Officials and State employees, available at www.ct.gov/ethics.

QUESTIONS? WE’RE HERE TO HELP:

Due to high volume, we are unable to confirm receipt or provide status updates directly. For recruitment updates, please check your Personal Status Board and review our Frequently Asked Questions. If you have additional questions about the recruitment process, reach out to WCSU's Human Resources Department, at [email protected].

PURPOSE OF JOB CLASS (NATURE OF WORK)

In the Department of Administrative Services, Procurement Division or other state agency this class is accountable for independently processing routine purchase requests while assisting in the overall preparation and processing of purchase requisitions for equipment, services and materials.

EXAMPLES OF DUTIES

DEPARTMENT OF ADMINISTRATIVE SERVICES, PROCUREMENT DIVISION:

+ Reviews routine agency purchase requests to ensure accuracy, completeness and compliance with existing specifications and proper purchasing procedures;

+ Determines need for and obtains clarification or additional information from agencies;

+ Coordinates solicitation and return of bid proposals by determining type of bid based on cost (open or advertised), selecting vendors from bidders lists to receive proposals, determining opening dates for bids and ensuring proper turn-around time and typing all required materials in proper format;

+ Tabulates bids according to vendors, prices, products offered, delivery dates, etc.;

+ In routine cases or under supervision, reviews bid proposals for accuracy, completeness and compliance with existing specifications and proper purchasing procedures;

+ In routine cases or under supervision determines contract awards;

+ Serves as liaison to vendors and agency personnel regarding routine questions and problems, (e.g., proper purchasing procedures, specification requirements, etc.);

+ Interviews vendors in absence of supervisor in order to receive product information, explains state purchasing procedures or provides information on commodities purchased by the state;

+ Maintains and updates vendor lists;

+ Assists in identification and review of product trends;

+ Prepares and/or types reports and correspondence;

+ May coordinate preparation and issuance of pre-itemized purchase requisitions;

+ May solicit oral bids;

+ May monitor expiration dates of term contracts and prepare extensions;

+ May revise less complex purchase specifications;

+ Performs related duties as required.

STATE AGENCY:

+ Reviews all internal purchase requests for accuracy, completeness and conformance to specifications;

+ Determines if requested material is under contract or should be purchased by bid;

+ Prepares routine purchase requisitions;

+ Reviews bid proposals for accuracy, completeness and compliance with existing specifications and proper purchasing procedures;

+ Prepares and processes commitment documents (e.g., purchase orders, lease agreements, rental agreements and personal service contracts) by determining required information and procedures;

+ Selects vendors and obtains quotes as required;

+ Reviews quotes for conformance to specifications and other pre-established criteria;

+ Assists in recommending contract awards;

+ Serves as liaison to vendors and state Bureau of Business Services;

+ Prepares reports and issues correspondence as required;

+ May handle routine vendor problems and/or inquiries;

+ May type and file purchasing related documents;

+ May interview salesmen and vendors in absence of supervisor;

+ May maintain minimum and maximum stock levels, update stock catalog or plan stock purchases;

+ Performs related duties as required.

KNOWLEDGE, SKILL AND ABILITY

+ Knowledge of

+ state purchasing procedures and regulations;

+ office systems and procedures;

+ purchasing principles and procedures for large organizations;

+ inventory control procedures;

+ Skills

+ interpersonal skills;

+ oral and written communication skills.

MINIMUM QUALIFICATIONS - GENERAL EXPERIENCE

Four (4) years of clerical work involving purchasing or procurement.

MINIMUM QUALIFICATIONS - SPECIAL EXPERIENCE

Two (2) years of the General Experience must have been at a technical or complex clerical level.

NOTE: For state employees this experience is interpreted at the level of an Office Assistant or Financial Clerk.

MINIMUM QUALIFICATIONS - SUBSTITUTIONS ALLOWED

College training may be substituted for the General Experience on the basis of fifteen (15) semester hours equalling one-half (1/2) year of experience to a maximum of two (2) years.

PREFERRED QUALIFICATIONS

Preference will be given to applicants who can demonstrate in their application materials:

1. Proven experience communicating written and verbally

2. Experience providing excellent customer service

3. Attention to detail, accuracy, and proofreading

4. Proficiency in Microsoft Office including Outlook, Excel, Word, Teams and PowerPoint

5. Experience with handling confidential materials/information

6. Experience in Higher Education

7. Experience with Banner

8. Experience with budgets and spreadsheets

9. Experience with the P-card program

10. Experience with purchasing activities such as bids and awards

11. Overall experience with state purchasing procedures and regulations and inventory control procedures

SPECIAL REQUIREMENTS

Persons having responsibility for supervising or observing the behavior of inmates or custodial clients will be required to possess a high school diploma or General Educational Development (G.E.D.) certification by the time of permanent appointment.

Conclusion

AN AFFIRMATIVE ACTION/EQUAL OPPORTUNITY EMPLOYER

The State of Connecticut is an equal opportunity/affirmative action employer and strongly encourages the applications of women, minorities, and persons with disabilities.

ACKNOWLEDGEMENT

As defined by Sec. 5-196 of the Connecticut General Statutes, a job class is a position or group of positions that share general characteristics and are categorized under a single title for administrative purposes. As such, a job class is not meant to be all-inclusive of every task and/or responsibility.

Click on a link below to apply for this position:

Fill out the Supplemental Questionnaire and Application NOW using the Internet. Apply Online