Purchasing Agent

Stubblefield Institute; Shepherdstown, Northern (WV, KY); Hybrid; USD 55,000 - 75,000; Full time

Benefits offered by this job

13 paid holidays

24 days annual leave

18 sick days

Health insurance

Tuition waivers

Job summary

Stubblefield Institute is seeking a Procurement and Accounts Payable Associate to work closely with senior procurement leadership, handle vendor onboarding, requisitions, encumbrances, and purchase orders, and support P-Card operations. The role requires a bachelor3s degree and 4+ years in accounting, purchasing, or AP.

Banner/Expense Management experience is preferred. On-site position with comprehensive benefits.

Qualifications

• Bachelor3s degree and at least four years of accounting, finance, business, accounts payable, purchasing and/or related experience.
• Proficiency in Microsoft Word and Microsoft Excel.
• Experience in Banner Finance or Expense Management System preferred.

Responsibilities

• Coordinate with Executive Director of Procurement and AP Manager for procurement, payment, and receiving of goods and services.
• Create and maintain vendors in Oasis and Banner systems.
• Create, maintain, and complete Requisitions, Encumbrances and Purchase Orders.
• Collect vendor W-9s, WV-48 agreements, and designated contracts as identified.
• Purchase and contract materials, supplies and equipment; maintain purchasing files and scans.
• Assist AP Manager with P-Card program coordination, training, and reconciliation.
• Perform daily P-Card audits and ensure proper documentation and coding.
• Assist with processing invoices, travel authorizations, travel settlements, and related documents.

Skills

Microsoft Word

Microsoft Excel

Education

Bachelor3s degree

Tools

Banner Finance

Expense Management System

Job description

Closely coordinates with Executive Director of Procurement and the Accounts Payable Manager for procurement, payment, and receiving of goods and services. Apply and enforce all applicable provisions of Institutional, State and Federal policies and guidelines. Create and maintain vendors in the Oasis and Banner systems. Create, maintain, and complete Requisitions, Encumbrances and Purchase Orders. Collects and processes all vendor W-9s, WV-48 agreements, and designated agreements and contracts as identified. Purchase and contract materials, supplies and equipment. Maintain the University’s purchasing files and scans.

P-Card Co-Coordinator: This position assists the Accounts Payable Manager to ensure that all rules and regulations as mandated by State Code, Higher Education Policy Commission of West Virginia Purchasing Manual Regulations and Shepherd University Purchasing Policies and Procedures are abided. Position is responsible for all facets of the P-Card program including but not limited to processing applications, training maintenance and reconciliation of the P-Card master account. Also performs auditing of all transactions made with the P-Card. Accounts Payable Support: This position will assist with the processing of invoices, travel authorizations, travel settlements, and other documents so cross functioning is performed within the department to ensure coverage as needed. Provides general assistance to Procurement personnel as needed. Provide responsive and courteous customer service to all internal and external customers who may be in contact with the Procurement Staff. Other duties as assigned.

Minimum Qualifications

Bachelor’s degree and at least four years of accounting, finance, business, accounts payable, purchasing and/or related experience with proficiency in Microsoft Word and Microsoft Excel.

Preferred Qualifications

Experience in Banner Finance or Expense Management System

Posting Date

Posting Date 09/08/2026

Close Date

Special Instructions Summary

Non-classified postings:

Appointment to this position will be contingent upon a satisfactory background check.
We believe in work-life balance and keeping time for things we love outside our work. Shepherd University offers generous employee benefits , including:

• o 13 paid holidays
• o 24 days annual leave (vacation) per year
• o 18 sick days per year and the flexibility to use that time to care for immediate family members
• o Wide range of health insurance and other benefits
• o 401(a) retirement savings with 6% contribution match; eligibility to continue health insurance post-retirement, and other retiree perks
• o Tuition waivers for employees and their dependents

Job Duties

Description of Job Duties

Closely coordinates with Executive Director of Procurement and the Accounts Payable Manager for procurement, payment, and receiving of goods and services. Apply and enforce all applicable provisions of Institutional, State and Federal policies and guidelines. Create and maintain vendors in the Oasis and Banner systems. Create, maintain, and complete Requisitions, Encumbrances and Purchase Orders. Collects and processes all vendor W-9s, WV-48 agreements, and designated agreements and contract as identified. Purchase and contract materials, supplies and equipment. Maintain the University’s purchasing files and scans. P-Card Co-Coordinator: This position assists the Accounts Payable Manager to ensure that all rules and regulations as mandated by State Code, Higher Education Policy Commission of West Virginia Purchasing Manual Regulations and Shepherd University Purchasing Policies and Procedures are abided. Position is responsible for all facets of the P-Card program including but not limited to processing applications, training maintenance and reconciliation of the P-Card master account. Also performs auditing of all transactions made with the P-Card.

Performs daily Audits for Pcard receipts and ensures all supporting documentation is affixed to the wvOASIS Pcard transaction so the purpose of the expenditure is clearly identified and that the correct object code and sub-object codes (Banner Account Codes) are assigned to ensure the financial statements for Shepherd University are accurately reflected and are in accordance with the codes identified by the WV State Budget Office and the WV State Auditor’s Office. Performs day-to-day purchasing card operations such as processing new applications, processing cardholder maintenance changes including changes to cardholders’ transaction abilities (increasing, decreasing, or modifying credit limits) and answering questions from cardholders and vendors related to card operations. Verifies potential cardholder’s eligibility and that internal approval have been obtained in order to receive a card. Verifies successful completion of initial training requirements before submitting request for new cardholders.
Monitors completion of on-going training requirements. Determines the cardholder’s monthly credit limit, single transaction limit, number of daily transactions, and number of monthly transactions. Maintains cardholder documentation records that demonstrate request of card through receipt of card. Develops and provides wvOASIS training and Shepherd specific training to all cardholders. Follow-up with cardholders regarding charges, any charges that the purpose is not clearly identified questionable charges, unauthorized use, and request for additional documentation as needed. Initiate corrective action of all violations of established policies and procedures and document in appropriate departmental spreadsheet for tracking purposes and to ensure that a history is maintained of cardholder activities. Generate procurement card usage reports as requested. Provides technical and accounting assistance and guidance for cardholders as it relates to credit card statements, wvOASIS reconciliation process, appropriate funding information, or any other assistance as needed.

Accounts Payable Support: This position will assist with the processing of invoices, travel authorizations, travel settlements, and other documents as needed so cross functioning is performed within the department to ensure coverage as needed. Provides general assistance to Procurement personnel as needed for cross training purposes. Provide responsive and courteous customer service to all internal and external customers who may be in contact with the Procurement Staff. Assists the Accounts Payable/ Purchasing Card Manager with post audit activities to review and ensure accuracy. Responsible for procuring goods and services for various departments that exceed cardholders transaction and/or credit limit as well as other routine purchases and/or invoices submitted for payment as directed by the Accounts Payable Manager or the Executive Director of Procurement. Ensure exceptional customer service by providing prompt, courteous responses to inquiries, requests, and appointments; Being available and capable to answer questions to departments and vendors; Participating in customer visits or departmental presentations aimed at increasing communication/educational goals; Assists in the resolution of vendor‑user conflicts; Provide backup coverage to other members of Procurement team.
Perform other duties as assigned.

Supplemental Questions

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• * How did you hear about this employment opportunity?

  (Open Ended Question)

Documents Needed to Apply

Required Documents

• Resume
• Cover Letter
• List of Professional References

Optional Documents

VISIT 301 N KING ST, SHEPHERDSTOWN, WV 25443

MAIL P.O. BOX 5000, SHEPHERDSTOWN, WV 25443