Office Services Assistant

Appalachian Agency for Senior Citizens; Cedar Bluff (VA); On-site; USD 42,000 - 54,000; Full time

Job summary

Appalachian Agency for Senior Citizens is seeking an Office Services Specialist to manage centralized procurement, purchasing documentation, and invoice processing. You will ensure compliance with policies, funding requirements, and internal controls, while coordinating with Accounts Payable for timely vendor payments.

This role requires attention to detail, strong organization, and clear communication with program directors and vendors to support grant-funded operations and cost-effective

Qualifications

• 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.
• Must have an eye for detailed information.

Responsibilities

• Process, code, and enter invoices for several programs with correct GL and funding allocations.
• Enter various recurring 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.
• Collect W-9s and maintain approved vendor lists, to be perpetually up to date.
• Track vendor performance and document issues.

Skills

Purchasing experience

Attention to detail

Strong communication

Organizational skills

Tools

Microix

Excel

Job description

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.
• 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

• Prepare purchasing activity and vendor usage reports.
• Use accounting and purchasing system (Microix) to enter POs and track orders.

REQUIRED QUALIFICATIONS

• 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.
• 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