Job Summary
The Purchasing Assistant is responsible for processing purchase orders, supplier communication, providing complete and accurate purchasing transactions, and maintaining accurate purchasing records. A successful Purchasing Assistant should have strong organizational skills, attention to detail, and the ability to handle multiple tasks efficiently.

Job Duties - Responsibilities – Tasks

1. Prepare and issue purchase orders based on inventory needs and paper or electronic requisition requests.
2. Verify order details, including product specifications, quantities, pricing, general ledger code, work order number, ship to location, and tax district.
3. Communicate with suppliers to obtain price quotes, delivery timelines, and product availability.
4. Maintain strong relationships with existing suppliers and assist in sourcing new ones when necessary.
5. Maintain accurate records of all purchasing activities, including purchase orders, invoices, and shipping documents. Ensure that all paperwork is filed correctly and stored for future reference.
6. Create bid requests for special equipment and project inventory from vendors.
7. Serve as liaison between Engineering and supplier to confirm transformer quotes meet company standards.
8. Coordinate with the warehouse team to confirm the receipt of goods.
9. Assist the Purchasing Manager in evaluating supplier performance based on quality, pricing and delivery.
10. Ensure that all procurement activities comply with company policies, industry regulations, and applicable laws.
11. Prepare documentation for audits and maintain compliance records.
12. Determine that all invoices processed for payment have been properly authorized and approved and that all supporting documentation is attached.
13. Send approved invoices daily to AP to ensure cash discounts are applied and that late fees are not accumulated.
14. Create new vendor profiles. Collects W9, contact information and any supporting documents.
15. Provide general administrative support, such as answering phones and responding to email inquiries.
16. Assist in the Asset Recovery program to ensure the most effective disposals of surplus and obsolete equipment.

General

1. Assist IT with troubleshooting software problems.
2. Work closely with Fleet Manager to maintain an accurate vehicle list, register all heavy weight vehicles, and file annual vehicle tag renewal with the state.
3. Coordinate with Facility Maintenance Coordinator & Operations Supervisors to develop a sealed bid list.
4. Lead by example in safety compliance and take corrective action on safety violations, defective equipment, and any other practice that may adversely affect a safe working environment.
5. Keep informed regarding new developments, trends, and best practices in relevant field. Recommend changes, initiatives, etc. to management for effective processes and procedures within the company.
6. Keep apprised of changes and developments in pertinent local, State and Federal laws, ordinances and rules, and take appropriate action to stay in compliance with said rules, regulations, etc.
7. Develop and maintain internal and external working relationships for maximum effectiveness in serving Midwest Energy customers and communities. Ensure communication and exchange of information so as to present a positive corporate image, both internally and externally. Keep management informed of issues that might impact the work environment.
8. Work on special projects as directed.

Education and Experience

1. Bachelor’s degree in supply chain management, business analytics, or a related field is preferred.
2. High school graduate or equivalent required.
3. Two years of experience in inventory management, warehouse operations, logistics or related field preferred.

Key Competencies

1. Effective teamwork skills to work in a cross-functional environment.
2. Demonstrated proficiency in verbal and written communication to correspond with co-workers, MWE leadership and managers, suppliers and sales representatives.
3. Demonstrated experience/knowledge in Microsoft Office software programs.
4. Ability to organize work to proactively meet deadlines.
5. Must pay close attention to details to ensure accuracy on purchase orders.
6. Ability to build trust and maintain uncompromising integrity.
7. Excellent time management skills with the ability to manage multiple tasks.

Posting Close Date: December 6, 2024

Equal Opportunity Employer