Job Description

Position Information

Announcement Number STAFF - VA - 24092
For questions regarding this position, please contact:

Cheri Toeniskoetter at 406-994-3212 or
Classification Title Purchasing/Supply Assoc III
Working Title Procurement Associate
Brief Position Overview

The Procurement & Contract Services team is looking for a customer service-oriented professional to respond to inquiries from all four campuses on procurement policies and procedures as well as provide administrative support to the team.
Position Number 4M1177
Department Procurement Services
Division University Business Services - Financial Services
Appointment Type Classified
Contract Term Fiscal Year
Semester
If other, specify From date
If other, specify End date
FLSA Non-Exempt
Union Affiliation FOCUS-MFPE
FTE 1.0
Benefits Eligible Eligible
Salary $23.50 per hour, commensurate with experience, education, and qualifications
Contract Type Classified Salary
If other, please specify
Recruitment Type Open

Position Details

General Statement

Procurement & Contract Services provides professional purchasing services for instructional, research, and administrative components of Montana State University. The person in this position serves as the administrative support to the Procurement & Contract Services team and provides excellent customer service to MSU departments and campuses.
Duties and Responsibilities

• Provide support including fielding calls on main phone line and; monitoring incoming email requests on ticketing system.
• Provide basic purchasing instruction and advice to departments on all four campuses on purchasing processes including purchase requisitions, solicitation processes, and contracting.
• Assist in ensuring departmental compliance with MSU, state and federal laws, rules, policies and procedures.
• Review payments to vendors for compliance with procurement policies.
• Draft procurement documents with guidance from the Procurement Officers, Contract Specialist, and/or Procurement Manager.
• Process and maintain vendor insurance documents and database.
• Receipt and processing of Purchase Requisitions; issuance of sole source PO/Contracts, issuance of Contract amendments and PO change orders; and all associated administrative tasks.
• Oversee/administer campus copier procurements on campus.
• Manage departmental email distribution list.
• Ensure department web page remains up-to-date.
• Manage encumbrances in Banner RFP system and Jaggaer e-procurement system.
• Assist department with maintaining OneNote Office Procedures Manual.
• Provide helpdesk level support for new e-procurement system including role management, basic support and troubleshooting for minor issues.
• Assist with training both large and small groups on the e-procurement system.
• Remain competent and current by attending professional development courses, software training classes, and courses and/or training sessions as directed by the supervisor or required by the University.

Required Qualifications - Experience, Education, Knowledge & Skills * Demonstrated experience learning and applying organization/institution compliance policies and regulations and responding to and processing the related transactions effectively.

• Demonstrated skill in using personal computers and proficiency using Microsoft Office (Word, Excel, Access and Outlook) or similar. (Please list software used and types of documents produced).
• Demonstrated competence, with minimal supervision, organizing and prioritizing multiple workloads, meeting deadlines and exercising adaptability to changing priorities.
• Demonstrated skill in presenting an excellent customer service attitude and maintaining composure even under stress.

Preferred Qualifications - Experience, Education, Knowledge & Skills * Two years of post-secondary education in Business Administration, Management, Public Administration or Accounting or related field plus at least three years full time (or part-time equivalent) mid-level administrative/accounting related experience with emphasis on purchasing including document preparation, maintaining detailed computerized database records and filing systems, and working with the public or an equivalent combination of education and experience.

• Experience with an emphasis on procurement including document preparation, maintaining detailed computerized database records and filing systems, and working with the public.
• Recent experience and knowledge of State of Montana procurement procedures and regulations.
• Demonstrated working knowledge of Banner Finance.
• Knowledge of and ability to apply MSU business practices and procedures.
• Experience with Jaggaer e-procurement system.
• Demonstrated experience providing training for large and small groups.

The Successful Candidate Will

The successful candidate will also have the ability to:

• Use excellent interpersonal, written and verbal communication skills.
• Utilize discretion and sound decision making to come to independent decisions in line with established policies and procedures, while knowing when to seek advice of Director.
• Effectively operate work related equipment.
• Establish and maintain effective working relationships with co-workers, state agencies, and vendors.
• Represent the University Business Services - Procurement & Contract Services and its programs to others in a professional and courteous manner.

Position Special Requirements/Additional Information

Dependent on department business needs, and if desired, partial remote work arrangements in the state of Montana may be available after an initial training period.

This job description should not be construed as an exhaustive statement of duties, responsibilities or requirements, but a general description of the job. Nothing contained herein restricts Montana State University\'s rights to assign or reassign duties and responsibilities to this job at any time.
Physical Demands

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily with or without reasonable accommodations. The requirements listed in this description are representative of the knowledge, skill, and/or ability required.
This position has supervisory duties? No

Posting Detail Information

Number of Vacancies 1
Desired Start Date Upon successful completion of search
Position End Date (if temporary)
Open Date
Close Date
Applications will be:

Screening of applications will begin on September 25, 2023 ; however, applications will continue to be accepted until an adequate applicant pool has been established.

Special Instructions
Diversity Statement

Montana State University values diverse perspectives and is committed to continually supporting, promoting and building an inclusive and culturally diverse campus environment. MSU recognizes the importance of work-life integration and strives to be responsive to the needs of dual career couples.

In compliance with the Montana Veteran\'s Employment Preference Act, MSU provides preference in employment to veterans, disabled veterans, and certain eligible relatives of veterans. To claim veteran\'s preference please complete the veteran\'s preference information located in the Demographics section of your profile.

MSU\'s Non-Discrimination Policy and Discrimination Grievance Procedures can be located on the MSU Website:

Applicant Documents

Required Documents * Resume

• Cover Letter

Optional Documents

Montana State University