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    Clerk IV

    Inside Higher Ed

    Westfield, MA 01085
    10.4 miles
    Full-time, Part-time

      Clerk IV

      Inside Higher Ed
      Westfield, MA 01085
      Full-time, Part-time
      Similar jobs pay $11.00 - $13.30

      Job Description

      Clerk IV

      About Westfield State University:

      In 1839, Horace Mann founded Westfield State University as the first public higher education institution without barrier to race, gender or economic class. Westfield State University is committed to a policy of non-discrimination, equal opportunity, diversity and affirmative action. We are dedicated to providing educational, working and living environments that value the diverse backgrounds of all people including minorities, women, veterans, individuals with disabilities and other protected persons, or individuals with diverse cultural backgrounds.

      Westfield State is the most residential of the state universities in Massachusetts, with over 60% of our 5600 full-time undergraduate students living on campus. The campus is ideally situated on the edge of the Berkshire Mountains in western Massachusetts just 30 minutes from the thriving cultural centers of Northampton and Amherst, and 1.5 hours from both Boston and Albany.

      Job Description:

      Campus Title: Procurement Department Assistant
      State Job Title: Clerk IV
      Department: Procurement & Admin.Services
      Job Code: H13X07
      FLSA Status: Non-Exempt
      Funding: 7115-0100
      Bargaining Unit: AFSCME
      Job Type: Part-Time Permanent
      Timeframe: 52 Weeks / 5.5 Hours per day
      Shift: TBD
      Regular Days Off: Saturday and Sunday
      Supervision Received: Reports to the Buyer IV in Procurement and Administrative Services.
      Supervision Exercised: None
      Salary: $1,146.53 Bi- Weekly

      General Statement of Duties:
      Responsible for the accuracy of all information in the Vendor Master File and maintaining valid vendor insurance certificates. Participate in the administration and distribution of University bids and requests for proposals. Distribute and control University credit cards. Serve as backup for issuing E numbers for travel requests, entering information into MMARS system and reviewing and approving requisition orders in Banner.

      Duties and Responsibilities:
      Duties include but not limited to:
      • Review and validate information on vendor W9 forms. Add vendors to the Banner Vendor Master File after completing the review and validation of the vendor's W9 form. Make all updates including address changes to the Vendor Master File.
      • Maintain master file of vendor insurance certificates. Verify there is a valid certificate for vendors coming onto campus. Responsible for obtaining a valid certificate if there is not one on file.
      • Responsible for the issuing and control of credit cards (ex. Costco, Walmart)
      • Maintains office files.
      • Participate in the administration and distribution of University bids and requests for proposals.
      • Screen and answer phone calls in purchasing as needed.
      • Backup for issuing E numbers for travel requests.
      • Backup for entering information into MMARS system.
      • Backup for reviewing and approving requisition orders in Banner.
      • Ensures mail is picked up and brought down daily.
      • Other duties as assigned by Buyer IV


      Qualifications Required at Hire:
      • Ability to read, write and comprehend the English language.
      • Ability to work accurately with names, numbers, codes and/or symbols.
      • Ability to perform arithmetical calculations (addition, subtraction, multiplication and division) with speed and accuracy.
      • Ability to establish and maintain harmonious working relationships with others.
      • Ability to communicate effectively in oral expression.
      • Ability to deal tactfully with others.
      • Ability to establish and maintain harmonious working relationships with others.

      Preferred Qualifications:
      • Experience working with Microsoft Office and an Enterprise Resource Planning System (ERP).

      • Applicants must have at least two years of full-time, or equivalent part-time, experience in office work. Knowledge of Massachusetts state procurement laws would be preferred.

      Qualifications Acquired on Job:

      Thorough knowledge of departmental, university, and state rules, regulations, policies and procedures; ability to use hardware and software packages used in the department; working knowledge of the duties performed and equipment used by the Procurement Department staff.

      License and/or Certification Requirements:


      Additional Information:

      For the majority of new employees, the minimum starting salary will apply. Specific salary for current Westfield State University employees and individuals currently working for the state of Massachusetts must be calculated individually in accordance with collective bargaining and state policies and procedures.

      State job specifications for this position may be found at the department of higher education website:

      Disability Accommodations:
      Westfield State University understands that persons with disabilities may need assistance with the job application process and/or with the interview process. For confidential assistance regarding disability accommodations, please contact the Office of Human Resources at (413) 572-8106.

      Background Check:
      Employment at Westfield State University is contingent upon a background check that is satisfactory to the University. Failure to provide written authorization for a background check will nullify the offer of employment.

      Application Instructions:

      An online application is required. A resume and cover letter may be attached but this is not required.

      Deadline: Review of applications will begin June 6, 2020. The job posting will be open a minimum of ten days and, if needed, will remain open until finalist have been selected.

      NOTE: If you need assistance completing your application please contact our online Help Desk. The link to the help desk can be found at the top of the page via Contact Us.
      Westfield State University provides equal access to employment opportunities for all applicants, regardless of race, color, creed, religion, national origin, gender, sexual orientation, gender identity, gender expression, genetic information, marital status, age, disability or veteran status in compliance with all applicable laws, regulations and policies.

      To apply, visit

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      Posting ID: 562358533Posted: 2020-07-10