What are the responsibilities and job description for the Purchasing Specialist position at pcom?
Job Title: Purchasing Specialist
Department: Financial Operations
FLSA: Non-Exempt
Location: Philadelphia, PA
POSITION SUMMARY
The PCOM Purchasing Specialist is a customer service position that supports our decentralized procurement environment by managing the e-procurement system, training users, and assisting with daily purchasing operations. This role serves as a key resource for internal stakeholders (“buyers”), providing guidance, troubleshooting issues, and ensuring a smooth purchasing experience. Strong interpersonal skills, attention to detail, and a customer-service mindset are essential. Additionally, the position collaborates with Accounts Payable, vendors, and IT to maintain efficient procurement processes and system functionality.
ESSENTIAL DUTIES AND RESPONSIBILITIES
• Receives purchase requisitions and verifies for accuracy and authorization. Produces Purchase Orders in the e-Procurement system from completed and approved requisitions.
• Conducts routine training for all users of e-procurement software. Assists heavy users, or users requiring unique assistance, with additional training as needed (i.e Plant Operations, ITS)
• Maintains e-Procurement approval queue to mirror system-of-record’s approval queue. Assists Purchasing Manager with maintaining requisition and approval queue database in system-of-record at request of end user and management.
• Maintains vendor registration in e-Procurement. Approves, based on proper documentation, new vendors for e-Procurement after ensuring vendor properly exists in system-of-record. Maintains rapport and good working relationships with vendors, users and other purchasers.
• Liaison with Accounts Payable to ensure a smooth interface between purchasing and invoice payments.
• Liaison with e-Procurement system company as point person for problem resolution, software configuration, and software enhancements.
• Manages users in the online booking software used by PCOM’s travel agency.
• Assists Purchasing Manager with developing purchasing policies and procedures for management approval according to PCOM’s changing work environment.
• Assists Purchasing Manager with electronic integration of suppliers into e-Procurement software.
• Assists Purchasing Manager with resolving issues with suppliers, supplier inquiries, tax-exempt certificates, and account errors.
• Performs other related duties and projects as assigned and requested.
POSITION REQUIREMENTS
Education
• Bachelor’s Degree in business or similar (will be given first priority)
• Associates Degree will be considered in conjunction with five or more years of experience
Experience
• Three (3) years of experience in purchasing/procurement for applicants with a bachelor’s degree or higher.
• Experience in Procurement in a higher education/nonprofit organization highly desirable.
• Ellucian Banner, Workday and/or e-Procurement experience and expertise is highly preferred.
Required Skills
• Integrity and sound judgment, excellent communication skills, and the ability to effectively and professionally work with administration, faculty, and staff.
• Extremely reliable and has demonstrated experience meeting deadlines.
• Ability to maintain an extremely high level of confidentiality in dealing with sensitive information.
• Must be detail-oriented, accurate, organized, and thorough in the planning and implementation of work tasks.
• Excellent organizational and communication skills
• Refined ability to provide training to key personnel
• Ability to work independently, multitask and prioritize, reconcile discrepancies to ensure accuracy, and be flexible in adapting to changes in priorities and assignments.
• Proficiency in Microsoft Office applications (strong Excel skills) and financial accounting processes and systems.
• Knowledge of and experience with e-procurement systems.
• Must be resourceful and flexible in using available resources and technology in the most efficient manner; must be highly adaptable to technological change.
