Buyer at J. Craig Venter Institute (JCVI) in La Jolla, California

Job Description:

Position Summary:

The Buyer position is responsible for supporting the organization’s purchasing requirements as well as some basic accounting requirements, developing and delivering accurate reporting, improving buying processes, and assisting in special projects and analysis.

Essential Functions:

• Receive purchase requisitions and place orders with vendors.


• Enter purchase orders into the accounting system.


• Facilitate communication between end-users and vendors in regard to matters such as back-orders, discontinued items, returns, etc.

Assist with month-end closing and related activities.

• Prepare schedules for annual audit and assist with audit inquiries.

General Duties and Responsibilities:

• Receives and converts requisitions into purchase orders in accordance with policy. Reviews accuracy in approvals and coding on all requisitions and purchase orders. Ensures all necessary forms are completed and attached, per policy.


• Places order with vendors, referencing JCVI account number and related quotes using date due as basis for method of lowest cost delivery (i.e. overnight, 2-day, ground, etc.).


• Maintains relationships with JCVI vendors, obtaining discounted non-profit pricing of products and services whenever possible through annual pricing contracts.


• Sets up vendor shows in coordination with lab managers at times available on the JCVI building calendar.


• Enters purchase orders into accounting software in a timely fashion. Forwards copy of purchase order and order confirmation document to end-user


• Ensures required materials are delivered on time and at correct price. Follows up with vendor on orders not received in a reasonable amount of time.


• Works directly with Accounts Payable department and other staff members to resolve inquiries.


• Add new vendors to the accounting system as needed.


• Gather and save support for credit card transactions so GL Team may record and reconcile credit card transactions.


• Prepare monthly schedules for management.


• Assist with monthly financial reporting.


• Prepare schedules for annual audit and assist with audit inquiries.


• Prepare and complete monthly and yearly close processes to ensure timely reporting of financial results.


• Complete special research projects as requested.


• Other duties as assigned.

Prerequisites

• Bachelor’s degree in Business, Accounting or related field; 2-4 years buyer and purchasing experience. Excel, Microsoft Office, and other accounting software experience.

• Experience using SAGE INTACCT preferred. Experience with other systems accepted.


• Strong computer aptitude, including experience with word processing and spreadsheet software;


• High level of discretion for confidential work and information; ability to appropriately handle critical information and sensitive situations.


• Ability to proficiently operate ten-key calculator; strong mathematical skills.


• Excellent organization and time management skills allowing the flexibility to handle a variety of tasks and shift priorities simultaneously.


• Proficiency with standard administrative procedures and office equipment


• Strong interpersonal skills; ability to effectively interact with all levels of staff and external contacts; ability to work as an effective team member.


• Cooperative and service-oriented attitude; must be able to work under pressure and maintain a professional demeanor using sound judgment to effectively solve problems within the scope of the position.


• High level of initiative and ability to work with minimal supervision.


• Superior verbal and written communication skills.

Work Environment

The work environment characteristics described here are representative of those a teammate encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Moderate noise (i.e. business office with computers, phone, and printers, light traffic)


• Ability to work in a confined area.


• Ability to sit at a computer terminal for an extended period of time.

Physical Demands

The physical demands described here are representative of those that must be met to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• While performing the duties of this job, the employee is regularly required to, stand, sit, talk, hear, and use hands and fingers to operate a computer and telephone keyboard, reach, stoop, and kneel to install computer equipment


• Specific vision abilities required by this job include close vision requirements due to computer work


• Light to moderate lifting is required

J. Craig Venter Institute is an Equal Opportunity Employer. All qualified applicants are encouraged to apply and will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other legally protected characteristic or status.

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