Summary

Provides essential administrative and operational support to the Purchasing Department and its leadership team. This role manages documentation, reporting, and correspondence related to key Purchasing activities. Handles inquiries and requests by phone, e-mail/general correspondence or in person, ensuring timely and accurate responses or referrals. Prepares and edits correspondence, reports, and other documents using office and procurement tools. Assists with transcription tasks and ensures proper filing, retrieval, and retention of records in accordance with departmental standards.

What You'll Do

• Coordinate correspondence and documentation related to vendor onboarding and pre-qualification, including insurance and CSMP requirements, using SRP’s Aravo system.
• Assist purchasing agents with the processing and evaluation of Requests for Proposals (RFPs), including uploading documentation, managing correspondence, and transcribing bidder responses into evaluation spreadsheets using the Ariba tool.
• Support the Purchasing team with corporate card transaction processing in Concur.
• Manage the department’s monthly self-audit program and generate applicable reports for Purchasing management, including follow-up with agents and updating reports as needed.
• Maintain and distribute key purchasing reports such as the PO Expedite/Past Due Report, PO Management Report, Contract Management Report, and CIP-013 Report to purchasing agents, management, and internal customer groups.
• Perform regular maintenance of the Contract Management Report and update SAP data in contracts (e.g., material lead times, pricing) under the direction of purchasing agents.
• Provide support with invoice exception processing, including reconciling discrepancies between purchase orders and invoices, and managing PO close/reopen processes.
• Assist with reconciliation tasks including IR/GR imbalances, Purchase Reconciliation Report, requisition transactions, and Return to Vendor (RTV) transactions.
• Support inventory management by assisting with the transfer of IO balances to applicable inventory items.
• Perform other duties as assigned by Purchasing Management to support departmental operations and strategic initiatives.

What It Takes To Succeed

• Demonstrated commitment to protecting proprietary and confidential information provided by SRP and its suppliers.
• Strong sense of accountability, ownership, and responsibility, with a high standard of ethics and integrity.
• Effective communication skills to engage with internal customers, purchasing agents, management, and other stakeholders.
• Ability to promote continuous improvement by identifying process inefficiencies and recommending or implementing solutions.
• High level of responsiveness and customer service orientation in support of internal and external stakeholders.
• Strong organizational and time management skills to handle multiple priorities and meet deadlines.
• Proficiency in using procurement and business systems (e.g., SAP, Ariba, Aravo, Concur) to support purchasing operations.
• Analytical mindset with attention to detail for managing reports, reconciling data, and supporting audit processes.
• Flexibility to adapt to changing priorities and perform other duties as assigned.

Experience

• For a Level 1 (Associate), a minimum of no previous years of experience to two years related experience is required (if no degree, four-six years of relevant experience or equivalent combination of education and related experience totaling four-six years).

• For a Level 2 (Journey), a minimum of two years of experience to four years related experience is required (if no degree, six-eight years of relevant experience or equivalent combination of education and related experience totaling six-eight years).

• For a Level 3 (Senior), a minimum of five years of related experience is required (if no degree, nine years of relevant experience or equivalent combination of education and related experience totaling nine years).

Promotion to Level 2 requires a minimum of two years experience at Level 1 and demonstrated capability to perform advanced and more difficult work as determined by the supervisor. Promotion to Senior Level requires a minimum of 3 years experience at Level 2, is fully competent in all aspects of functional area of assignment and as such would be recognized as a specialist in area of assignment and may have periodic or occasional lead responsibilities.

Education