What are the responsibilities and job description for the Technical Purchasing Assistant position at Southern Westchester BOCES?
Primary Performance Responsibilities
- Supports the upkeep and revision of the bill of materials (BOM) for each project, ensuring it remains current until all items are successfully delivered. The Technical Purchasing Assistant (TPA) is responsible for collaborating with the Project Manager to ensure the BOM is complete and accurate.
- Collects pricing information from vendors, ensuring internal records reflect the most current pricing data. Oversee the software license renewal process, including arranging service agreements for school districts, and diligently tracking renewal dates.
- Conduct research and identify and evaluate new suppliers ensuring the organization has access to a diverse and reliable pool of vendors. Monitors and manages inventory levels of hardware and software ensuring that adequate supplies are available for ongoing and future projects.
- Prepares and processes purchase requisitions and purchase orders using the organization's procurement systems. Maintains accurate records of procurement activities, including purchase orders, invoices, delivery receipts, and correspondence with vendors.
- Conducts regular audits of procurement records and processes to ensure compliance with both internal and external regulations, identifying any discrepancies or areas for improvement. Utilizes an automated system to generate and process computer requisitions, manage contracts, and monitor equipment deliveries and returns efficiently.
- Work closely with the office management team members to ensure timely and accurate complete purchase orders including the payment to the vendor. Cultivates and maintains relationships with school district personnel, Regional Information Center staff, and vendors, ensuring successful project outcomes and high customer satisfaction.
- Participates in vendor calls to discuss the status of orders, address any issues or delays, and ensure that project timelines are met.
- Delivers training and ongoing support to staff on procurement policies, procedures, and systems, ensuring that team members are well-equipped to follow best practices and adhere to organizational standards.
