Purchasing and Receiving Specialist at College of St. Scholastica, Inc. – Duluth, Minnesota

POSITION TITLE: Purchasing & Receiving Specialist

DEPARTMENT: 3110 - Finance

LAST REVIEWED/UPDATED: October 2024

POSITION SUMMARY

The Purchasing & Receiving Specialist plays a vital role in the procurement and inventory management process, ensuring the accurate ordering, receipt, and distribution of shipments throughout the College. This position requires attention to detail, strong organizational skills, and the ability to communicate effectively with vendors and internal teams. Responsible for administrative duties related to the procurement of goods and services for the entire College. Responsible for daily receiving process, which includes recording shipments delivered by couriers and freight delivery carriers, moving and organizing packages in the loading dock, and sorting and distributing packages throughout the campus.

REQUIRED QUALIFICATIONS:

• Associate’s Degree in business or a related field AND two (2) years of professional experience in business or related field.
• Strong attention to detail and organizational skills.

PREFERRED QUALIFICATIONS:

• Familiarity with inventory management software and ERP systems.
• Previous experience in purchasing, receiving, or inventory management.
• Experience working in customer service and/or warehouse environments.
• Interact successfully with diverse individuals from various backgrounds and cultures.
• Good communication and interpersonal skills.
• Proficiency in Microsoft Office Programs and Google Drive & Docs.
• Ability to lift boxes, use a hand truck and push flatbed cart full of packages, and physically organize the receiving dock area
• Ability to work independently and as part of a team.

REQUIRED CERTIFICATES, LICENSES, AND REGISTRATIONS

Continued employment is contingent upon all required licenses and certificates being maintained in active status without suspension or revocation.

BUCKET/BAND:

JOB CATEGORY: Exempt

JOB TYPE: Full-time

JOB Group: Staff

ESSENTIAL FUNCTIONS:

1. Purchasing:

• Process purchase orders and requisitions in accordance with company policies.
• Maintain relationships with vendors and assist in evaluating supplier performance.
• Assist in price comparisons and product research.

2. Receiving:

• Oversee the receipt of incoming shipments, inspecting goods for quality and accuracy.
• Document and report discrepancies between received items and purchase orders.
• Coordinate with internal teams to ensure distribution, storage, and organization of products.
• Maintain records of all received shipments and update ERP system.

3. Documentation & Reporting:

• Prepare and maintain accurate documentation related to purchasing and receiving activities.
• Assist in the development of processes to improve efficiency and accuracy in purchasing and receiving.

4. Communication:

• Communicate effectively with vendors regarding order status, delivery issues, and work through issues or questions that arise.
• Collaborate with internal teams to address purchasing and receiving needs.

PHYSICAL DEMANDS & WORKING ENVIRONMENT

The physical demands described herein are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Mobility to work in a typical office setting and use standard office equipment, vision to read printed materials and a computer screen; hearing and speech to communicate in person or over the telephone; strength to lift and carry up to 20 pounds.