Office Services Assistant

OFFICE SERVICES ASSISTANT

FLSA Status: Non-Exempt

Schedule: Monday–Friday, On-Site

Reports To: Accounts Payable Specialist

Works Closely With: Director of Finance, Program Directors, Vendors

POSITION SUMMARY

The Office Services Specialist performs centralized purchasing functions for the agency, ensuring all procurement activities follow established policies, funding requirements, and internal controls. This role manages purchase requests, purchase orders, and procurement documentation. The position supports cost-effective purchasing, maintains compliance with agency policies, and ensures timely coordination with Accounts Payable for invoice processing and vendor payments.

ESSENTIAL DUTIES & RESPONSIBILITIES

Procurement & Purchasing Operations

• Process, code, and enter invoices for several programs with correct GL and funding allocations.

• Enter various reoccurring monthly invoices into Microix purchasing system, as well as centralized purchasing for various central office programs.

• Create, issue, and track purchase orders.

• Assist with vendor contracts, renewals, and supporting documentation.

• Assist with fixed assets-purchases of $5,000 or greater.

Vendor Management

• Collect W-9s and maintain approved vendor lists, to be perpetually up to date.

• Track vendor performance and document issues.

Internal Controls & Compliance

• Maintain complete procurement files for audit readiness.

• Ensure compliance with procurement policy, grant rules, and state requirements.

• Maintain segregation of duties between purchasing and payment functions.

Coordination with Accounts Payable (AP)

• Provide AP with POs, quotes, and receiving documentation for three-way match within Microix.

• Resolve discrepancies between invoices, POs, and deliveries.

• Coordinate purchasing timelines to support timely vendor payments.

Administrative & Reporting Responsibilities

• Maintain digital procurement files.

• Prepare purchasing activity and vendor usage reports.

• Use accounting and purchasing system (Microix) to enter POs and track orders.

REQUIRED QUALIFICATIONS

• High school diploma required; Associate degree preferred.

• 1–2 years of purchasing, procurement, or administrative experience.

• Proficiency with purchasing or accounting software and Excel.

• Understanding of procurement processes and vendor management.

• Strong communication, organization, and attention to detail.

• Excellent data entry skills.

• Must have an eye for detailed information.

PREFERRED QUALIFICATIONS

• Experience in a public agency, nonprofit, or grant-funded environment.

• Familiarity with state procurement rules.

• Experience coordinating with finance or AP teams.

PHYSICAL & WORK ENVIRONMENT REQUIREMENTS

• Standard office environment with extended computer use.

• Occasional lifting of files or boxes up to 20 lbs.

• Frequent communication with staff and vendors.

PERFORMANCE INDICATORS

• Accuracy of procurement documentation

• Compliance with procurement thresholds and policies

• Timeliness of purchase order processing

• Vendor satisfaction and issue resolution

• Quality of coordination with Accounts Payable