What are the responsibilities and job description for the Purchasing Assistant position at Del Mar College?
Department
Purchasing
Position Type
Non-Exempt
Employment Status
Full-Time-Staff
Salary
$12.15 - $15.49
Open Date
03/24/2026
Close Date
04/01/2026
Open Until Filled
No
Position Summary Information
Job Description Summary
The purpose of this position is to provide support to the Purchasing office and other components of the Department of Purchasing and Business Services.
This is accomplished by maintaining the vendor file, transmitting and confirming vendor receipt of purchase orders; making car rental arrangements; processing requisitions and purchase orders for materials and services requested by departments within the college; controlling and maintaining records for store cards and fuel cards; providing clerical support to the Purchasing Office Staff.
Other duties include maintaining bid, quotes and annual contract files; responding to questions from college staff about the college’s automated purchasing system; preparing purchasing records for periodic disposal in accord with records retention schedule; assist with and help conduct one-on-one training with individual departments, and coordinating special events and other projects as assigned .
This is accomplished by maintaining the vendor file, transmitting and confirming vendor receipt of purchase orders; making car rental arrangements; processing requisitions and purchase orders for materials and services requested by departments within the college; controlling and maintaining records for store cards and fuel cards; providing clerical support to the Purchasing Office Staff.
Other duties include maintaining bid, quotes and annual contract files; responding to questions from college staff about the college’s automated purchasing system; preparing purchasing records for periodic disposal in accord with records retention schedule; assist with and help conduct one-on-one training with individual departments, and coordinating special events and other projects as assigned .
Minimum Qualifications
High School diploma or GED equivalency.
One (1) year customer service or clerical experience.
One (1) year customer service or clerical experience.
Required Job Knowledge, Skills, Abilities
Work requires knowledge necessary to understand basic operational, technical, or office processes.
Preferred Qualifications
Strong data entry.
Filing and customer service skills.
Proficient with Microsoft Office.
Purchasing processes experience.
Filing and customer service skills.
Proficient with Microsoft Office.
Purchasing processes experience.
Special Instructions to Applicants
This is a security-sensitive position. Employment resulting from this advertisement is subject to federal laws that require the verification of identity and the legal right to work in the United States. Employment is contingent upon the successful completion of a criminal background and reference checks. The College reserves the right to cancel or extend all recruitment actions. Del Mar College is an Equal Opportunity employer. Upon request, reasonable accommodations in the application process will be provided to individuals with disabilities.
Job Duties
Job Duty
Create and update vendor records in the Colleague database as requested by departments within the College; transmit purchase orders via facsimile or e-mail; follow-up on purchase order status; update and revise records and invoices and coordinate changes with Accounts Payable; make car rental arrangements; verify student eligibility; audit rental car invoices; prepare departmental charge backs for travel vehicle rentals and fuel charges; process requisitions and purchase orders for materials and services requested by departments within the college; resolve staff and vendor questions; process blanket purchase orders for recurring goods and services; maintain files and records of open blanket purchase orders; assist with periodic close-out of open blanket purchase orders and continuation for next fiscal year.
Job Duty
Assist buyers with preparation and assembly of solicitation documents; respond appropriately to inquiries from prospective bidders; assist with conducting reference checks for prospective vendors; support buyers by contacting vendors with follow-up reminders, requests for information, or outreach regarding interest in an upcoming solicitation; assist in reviewing and analyzing submitted information for accuracy and completeness; and provide general administrative and procurement support as assigned .
Job Duty
Maintain familiarity with the College’s property accounting guidelines to ensure purchase order compliance with College policies and procedures.
Job Duty
Provide general support to the Purchasing Office and other components within the Department of Purchasing and Business Services; print, copy and email material and documents; file documents and correspondence; distribute departmental correspondence; perform data entry; receive and/or screen calls; assist callers and departmental visitors by answering questions and requests; and order office supplies .
Job Duty
Provide support for the following department processes: Colleague and Office Supply on-line ordering system access; processing billing for office supplies, fuel cards, and p-cards; process weekly, monthly and quarterly reports; maintaining the department’s standard operating procedures manual; special projects; and other duties as assigned.
Supplemental Questions
Required fields are indicated with an asterisk (*).
- * Do you have a high school diploma or GED equivalent?
- Yes
- No
- * Do you have one (1) year customer service or clerical experience?
- Yes
- No
Applicant Documents
Required Documents
Optional Documents
- Resume
- Letter of Interest
- Transcripts
Salary : $12 - $15