Temporary Administrative Assistant, Purchasing BSC

The Lighthouse for the Blind, Inc. transforms the lives of people who are blind, DeafBlind, and blind with other disabilities. Through employment opportunities, we are a catalyst for empowerment. We foster self-confidence and instill a life changing affirmation that independence is possible. From our expertise in cutting-edge technology to our understanding of mobility, we help people who are blind and DeafBlind live fulfilling lives.

We believe everyone, no matter their vision abilities, deserves to experience the power of employment. Our goal for each person we reach is to ignite a fire of determination that is centered on the reality that blindness doesn’t define who you are or how you choose to live.

We are currently seeking a person who identifies strongly with our mission and core values to join our team  as a Temporary Administrative Assistant in our BSC purchasing department.  This is an ideal role for someone who has previous experience in both purchasing and in an administrative role.  

***Please Note: This is a temporary role that will end when the needs of the department have changed. 

Purpose:

To support Director of Sales and Business Development and Buyers in both purchasing and administration during year end.

Responsibilities: 

May include some or all of the below responsibilities:

• Performs quotes for standard contractual items.
• Requests expect dates from vendors after purchase orders are submitted to the vendors.
• Updates DDMS and Oracle with the expected delivery dates.
• Follow-up with vendors if product is not received by the expected delivery dates.
• Updates Coffer files with the expected delivery dates.
• Creates weekly open order reports for top customers.
• Researches orders and assists Sales Team in providing proof of deliveries.
• Assists purchasing / sales team with weekly add/change file additions.
• Uses of FedMail, GSA Advantage, or other market research as necessary.
• Works with buyers to update vendor files with accurate and current contact information.
• Assist buyers in purchase order follow ups to ensure delivery tracking is up to date, and orders are processed fully.
• Support Purchasing Department in updating item records, periodically auditing pricing, costs, and units of measure.
• Assure price changes are communicated to Store Managers in a timely manner.
• Work with buyers in creating and placing purchase orders for stock.
• Work in partnership with buyers on sourcing new vendors or items from current vendors for uncatalogued orders.
• Support Purchasing in reconciling credit card purchases with receipts, purchase orders, and invoices.
• Assist buyers in scanning and transmitting purchase orders.

Operations (may include some or all of the below responsibilities):

• Releasing EDI (Electronic Data Interchange) orders in DDMS.
• Inputting EDI order info into trackers.
• Researching reasons for failed IRNs (Invoice Rejection Notices-Fedpay).
• Researching reasons for failed ASNs (Advanced Shipping Notice-GSA.
• Collaborating with EDI team to correct IRNs and ASNs.
• Collaborating with GSA on EDI issues.
• Accuracy is checked daily by running a PO Received by Vendor Report.  Verify all transaction match manual PO log.  File with daily receiving paperwork.  Files must be well organized and easy to retrieve.  
• Communicates to supervisor regarding any uncertainty of work instructions.
• Completes assigned tasks in a timely manner.
• Performs cycle counts.

Requirements:

• Attention to detail and accuracy. 
• Must have excellent reasoning and critical thinking skills.
• Analytical skills, with excellent problem solving abilities and sound judgment.
• Advanced Office user and strong assistive tech skills. Specifically advanced Excel skills.
• Bachelor’s degree or