What are the responsibilities and job description for the Staff Assistant position at Aston Carter?
Job Description:
This position provides advanced secretarial, administrative, and clerical support to ensure the efficient management, coordination, and regulation of the daily Purchasing Office operations.
Job Duties:
- Provides paraprofessional assistance to the Director of Purchasing and the Associate Director of Purchasing.
- Serves as the Purchasing Department’s records specialist including duties concerning paper and electronic records management, records disposition, and the fulfillment of public records requests.
- Performs a variety of duties which require a general working knowledge of current purchasing and procurement rules, policies, and procedures for the public sector and for higher education.
- Responsible for activities related to the processing of daily online vendor registrations by affirming adequacy and sufficiency of required documentation, processing of paper and electronic monthly Purchasing Card (P-Card) statements, processing of various departmental invoices by obtaining signature approvals, performs data entry of requisitions to facilitate the issuance of purchase orders for payment of approved invoices.
- May assist with the annual budgets for the Purchasing Department, Food/Vending Services, College Bookstores, and Central Receiving Warehouse, including completion of budget transfer requests.
- May draft, edit, and maintain the formatting of Word documents from existing Word templates including the formatting of Word tables.
- Uses the tracked changes feature for legal redlining and the compare-and-merge feature to locate changes made to Word documents by others.
- Create, edit, and format Excel spreadsheets, pivot tables, and other reports. Create, design, and edit PowerPoint presentations.
- Makes edits from handwritten corrections to typed items such as terms and conditions of solicitations, contracts, agreements, etc.
- Coordinates and schedules meetings via Outlook and books conference rooms via the 25LiveSystem.
- Makes travel arrangements and completes necessary travel forms as required.
- Answers all incoming telephone calls for the main department line and screens calls for the Director of Purchasing and the Associate Director of Purchasing.
- Receives and opens all postal mail items, third party carrier items, couriered items, interoffice mail items, and distribute items accordingly.
- Orders and maintains an adequate, organized inventory of office supplies, materials, equipment, and paper of different sizes.
- Places legal ad orders with local newspapers for the Purchasing Department’s competitive solicitations upon request.
- Utilizes time-stamp clock for all incoming mail and other items being delivered in response to competitive solicitations’ due dates
Additional Skills & Qualifications:
The position strongly prefers at least an Associates degree or two—year college equivalent and at least two years of prior—related work experience. Degree in office management or business administration is preferred but not required.
- We want someone who can take assignments from start to finish without needing someone to follow up with them. For example: is the manager mentions needing information for a report, this person should take the initiative to go out and get that information proactively.
- Punctual
- Strong customer service skills
- Extremely professional demeanor
- Strong written and verbal communication skills
- Computer Literate: must be familiar with Microsoft office programs and how to use them. Excel- need to be able to do basic functions and manipulate data
- Looking for someone with strong initiative. They want someone who shows why they want to be there and treats it like a career rather than a job. Looking for someone who is always looking to develop and help the department.
About Aston Carter:
Please Note: Scammers are posing as Aston Carter. We'll never contact you via Gmail, Telegram, or WhatsApp and we'll never solicit money from you.
At Aston Carter, we’re dedicated to expanding career opportunities for the skilled professionals who power our business. Our success is driven by the talented, motivated people who join our team across a range of positions – from recruiting, sales and delivery to corporate roles. As part of our team, employees have the opportunity for long-term career success, where hard work is rewarded and the potential for growth is limitless.
Established in 1997, Aston Carter is a leading staffing and consulting firm, providing high-caliber talent and premium services to more than 7,000 companies across North America. Spanning four continents and more than 200 offices, we extend our clients’ capabilities by seeking solvers and delivering solutions to address today’s workforce challenges. For organizations looking for innovative solutions shaped by critical-thinking professionals, visit AstonCarter.com. Aston Carter is a company within Allegis Group, a global leader in talent solutions.
The company is an equal opportunity employer and will consider all applications without regards to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.
If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please call 888-237-6835 or email astoncarteraccommodation@astoncarter.com for other accommodation options. However, if you have questions about this position, please contact the Recruiter located at the bottom of the job posting. The Recruiter is the sole point of contact for questions about this position.
