(Remote) Purchasing Agent - Procurement, Contracting and Payment Services

The Department of Finance at West Virginia University is currently accepting applications for a Purchasing Agent.

About the Opportunity

The Purchasing Agent will work with the Procurement, Contracting and Payment Services Department of the University. Primary roles of the Purchasing Agent ("PA") are the review and approval of the requisitions submitted in the procurement system of the University. This includes review and verification of proper documentation attached to the requisition, as well as verifying the state and federal debarment status of the Supplier. The PA will review the attached terms and conditions, quote, or contract to ensure the proper documentation has been received for approval. The PA may need to negotiate terms with the Supplier to comply with WV Code and WVU Procurement Policy, with a goal of obtaining the most beneficial terms to the University. The PA will also verify the required Supplier name and address on the invoice matches the system data. Verification of the product or service description and amounts on the requisition match the contract or quote and invoice. The PA will be responsible for the verification and notation of other information related to the requisition, invoice, and contract/terms. As needed, the PA will communicate with the department that submitted the requisition ("Originating Department") and work to resolve issues that may arise. The PA should collaborate across the PCPS team and aim to provide excellent customer service to our stakeholders. Provides other duties and functions as assigned or required.

We strongly believe in work-life balance and keeping time for things we love outside our work. WVU offers generous benefits, including:

• 37.5-hour work week
  
• 13 paid holidays (staff holiday calendar)
  
• 24 annual leave (vacation) days per year (employee leave)
  
• 18 sick days per year (for when you're ill, for when you need time to care for sick family, for your own, or your family's, regularly scheduled medical appointments. Who is family for the purpose of this leave? A lot of people in your life including immediate relatives and in-laws as well as others considered to be members of your household living under the same roof)
  
• WVU offers a range of health insurance and other benefits
  
• 401(a) retirement savings with 6% employee contribution match, eligibility to continue health insurance, and other retiree perks. Looking for more retirement benefits information? Check out retirement health insurance benefits, retirement income, and FAQ's.
  
• Wellness programs

What You'll Do
Verifying documentation and information and approving requisitions

• Review funding source type
  
• Review all attachments and determine if proper
  
• Determine if requisition requires special handling (subaward, sole source, software, etc.)
  
• Review the attached quote for terms & conditions
  
• Contact Supplier for term negotiation, if required
  
• Determine if the requisition was submitted properly (confirming order, non-catalog, etc.)
  
• Verify all Supplier information matches invoice, quote/contract and system
  
• Ensure product/service description, pricing, quantity matches contract or quote, and invoice
  
• Route to proper WVU personnel if special handling is required
  
• Verify Supplier with the WV Purchasing Debarment system and the federal debarment
  
• Once all items on the Procurement checklist is complete, approve the requisition.
  
• Communicate with the Originating Department throughout the process when needed

Negotiate with Supplier

• Review quote or attached terms and conditions to ensure they comply with WV State Code and WVU Procurement Policy
  
• Contact Supplier to negotiate terms to meet compliance
  
• Work with the Office of General Counsel to obtain approval of negotiated terms and conditions
  
• Collaborate with the Category staff on questions or negotiations with Suppliers or other requisition related issues
  
• Finalize and sign the necessary contract, forms or terms and conditions

Other Departmental responsibilities

• Assist with the processing of the incoming mail and scan to the proper PCPS personnel
  
• Check the departmental vanity email account and forward emails to the proper department personnel
  
• Assist with checking the department voicemail system and distribute the messages to the proper personnel
  
• Other department tasks as needed

• Bachelor's degree
  
• A minimum of two (2) years of experience in the following:
  
  
  
  • Administrative and/or professional experience in an office setting
  • Experience with and proficiency in Microsoft products
  • Understanding of official/legal documents
  • Communicate in written and verbal form
  
  
  
  
• Any equivalent combination of related education and/or experience will be considered
• All qualifications must be met by the time of employment.

Knowledge, Skills, and Abilities

• Effectively manage multiple and competing priorities, and strong organizational skills.
  
• Ability to understand, adhere to, and ensure correct application of University's Procurement Policy.
  
• Ability to openly and effectively communicate with suppliers, stakeholders, and leadership.
  
• Written communication skills.
  
• Skilled in providing excellent customer service
  
• Work ethic necessary to perform in a remote environment.

Preferred Qualifications

• Bachelor's degree from an accredited university or college
  
• Experience in processing requisitions or purchase orders
• Experience with an ERP system (Workday, Oracle, SAP, Ariba, etc.)

West Virginia University is a place of purpose and community. We take pride in our profound impact on the state of West Virginia and are committed to the personal and professional growth of our employees.

From the groundbreaking R1 research at our flagship campus in Morgantown to the career-oriented programs at WVU Potomac State in Keyser, and the technology-intensive programs at WVU Tech in Beckley, the contributions of WVU employees resonate across the state, touching lives and shaping futures.

At WVU, you will discover a supportive community that champions work-life balance and fosters a collaborative atmosphere. Our core values - service, curiosity, respect, accountability and appreciation - unite us as Mountaineers.

We are dedicated to creating an inclusive and engaging working environment and actively seek candidates who bring diverse ideas, approaches and experiences.

Join us at West Virginia University, where your work will make a lasting impact. To learn more about WVU, visit wvu.edu.

West Virginia University is proud to be an Equal Opportunity Employer and received an NSF ADVANCE award for gender equity. We value diversity among our faculty, staff and students and invite applications from all qualified applicants regardless of race, ethnicity, color, religion, gender identity, sexual orientation, age, nationality, genetics, disability, or Veteran status.