Purchasing Assistant (Customer Services Representative - Support)

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JOB DESCRIPTION AND POSITION REQUIREMENTS:

Penn State Auxiliary & Business Services is seeking a Purchasing Assistant (Customer Service Representative - Support). This position assists in the procurement of various goods and services; processes purchase orders, assists agents in tabulating bids and preparing proposals, and provides general office support.

• Assist in a team-oriented operation of a fast-paced office environment. 

• Provide customer support, via phone or email, on matters relating but not limited to product inquiries, order status, backorder due dates, returns (defective items, wrong merchandise ordered, etc.), and SIMBA Lion Marketplace (SAP) assistance.  

• Follow-up with UP delivery questions via electronic tracking system (SCLOGIC).  

• Print out daily delivery slips and match up Office Depot packing slips and General Stores item pick-tickets.  

• Notify Purchasing contact of cancelations to be processed in SIMBA and process cancelations in General Stores system. 

• Print out General Stores pick-tickets and provide to warehouse stock pickers.  

• Retrieve completed pick-tickets and mark as complete in General Stores system. 

• Refer customers to returns form on General Stores homepage.  

• Validate return information and assist in coordination of product pick up for processing and credit.  

• Assist Office Depot on-site rep with processing and preparing weekly returns. 

• Process credits in General Stores system. 

• Monitor pending backorders through daily updated backorder report (provided by Office Depot rep) and corresponding daily delivery slips. 

• Validated products received via Linehaul, FEDEX, UPS, etc. against order billing. Initiate billing upon receipt, if necessary.  

• Process shipping charges and special orders through A&BS Direct Billing System. 

• Verify vendor monthly billing summary for special account and web account. 

As part of the compensation modernization initiative this role will future state map to Customer Service Representative - Support

Education and Experience:

Typically requires High School diploma or higher plus one year of related experience or an equivalent combination of education and experience.  

Operation of office equipment, data entry skills, and SAP, Microsoft Word, Excel, Teams, Zoom, and business-related inventory system experience preferred.  Knowledge of basic accounting functions desired.  

Finance and Business is a value driven organization that supports thousands of university faculty, staff, and students, while also providing services to the broader community and society. Auxiliary and Business Services is part of the Finance and Business team and has a vision of being a progressive, creative, innovative, and caring organization which provides the highest quality services, leadership, and expertise valued by our customers, our staff, and the communities we serve. Our values model those of Penn State's and we are especially committed to our goal of effectively managing and developing human resources within Auxiliary and Business Services while providing optimum personal satisfaction and professional growth in a diverse, enriching, challenging, and stimulating environment. We also firmly believe in the value of Respect , which encourages us to "respect and honor the dignity of each person, embrace civil discourse, and foster a diverse and inclusive community." As an incoming team member in Auxiliary and Business Services, it will be expected that all employees embody and model Penn State's and Finance and Business's commitment to diversity, equity, and inclusion.

The Pennsylvania State University is committed to and accountable for advancing diversity, equity, inclusion, and sustainability in all of its forms. We embrace individual uniqueness, foster a culture of inclusion that supports both broad and specific diversity initiatives, leverage the educational and institutional benefits of diversity in society and nature, and engage all individuals to help them thrive. We value inclusion as a core strength and an essential element of our public service mission.

The pay range for this position, including all possible grades is:

$31,600.00 - $45,800.00

Salary Structure - additional information on Penn State's job and salary structure. 

CAMPUS SECURITY CRIME STATISTICS:

Pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act and the Pennsylvania Act of 1988, Penn State publishes a combined Annual Security and Annual Fire Safety Report (ASR). The ASR includes crime statistics and institutional policies concerning campus security, such as those concerning alcohol and drug use, crime prevention, the reporting of crimes, sexual assault, and other matters. The ASR is available for review here .

Employment with the University will require successful completion of background check(s) in accordance with University policies. 

EEO IS THE LAW

Penn State is an equal opportunity, affirmative action employer, and is committed to providing employment opportunities to all qualified applicants without regard to race, color, religion, age, sex, sexual orientation, gender identity, national origin, disability or protected veteran status. If you are unable to use our online application process due to an impairment or disability, please contact 814-865-1473.

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