Purchasing Agent

Purchasing Agent

Salary: $20.09 – $25.11 Hourly
Location: Helena College Donaldson Campus
Job Type: Hourly Staff Full-time
Job Number: 202400669
Sector:
Department: Helena College
Closing Date: 5/22/2026 11:59 PM Mountain
FLSA: Determined by Position
Bargaining Unit:

Description

Helena College University of Montana a comprehensive two-year college, provides access to and support of high quality lifelong educational opportunities for our diverse community. Helena College is seeking qualified applicants who wish to become part of a dynamic and creative team for a full-time position as a Purchasing Agent.

The Business Office invites applications for a Purchasing Agent to join their team. The Business Office manages all fiscal operations for the institution. The primary responsibilities are accounts payable, accounts receivable, purchasing, budgeting, fund accounting and federal financial reporting.

This position reports directly to the Executive Director of Fiscal Services.

Examples of Duties and Responsibilities

• Oversee all facets of procurement
• Responsibilities include limited solicitation process, and liaison between Helena College and University of Montana on formal solicitation process
• Comply with and maintain knowledge of applicable rules, legislation, regulations, standards, and best practices
• Provide guidance and assistance with the identification, selection, acquisition and delivery of quality goods and services in a cost effective, efficient and ethical manner
• Serve as the main contact person to answer questions, provide instruction and to assist stakeholders with utilizing the University’s electronic procurement system, GrizMart, to their maximum benefit
• Maintain records to support bids, RFPs, contracts, purchase orders
• Develop and maintain relationships with stakeholders and University vendor
• Review and analyze purchase requisitions and contracts to ensure their compliance
• Coordinate with stakeholders and vendors to identify needs and refine specifications
• Act as a liaison between vendor and departments and advises departments on cost effective alternatives
• Responsible for managing ProCard program, travel, GrizMart payable system and Banner Finance payables process
• Process invoices and purchase orders in Banner Finance and Grizmart, including coding, entry, and payment coordination
• Process travel and entertainment reimbursements
• Manages Fixed Assets, Inventory Control, Surplus Property and miscellaneous insurance
• Procurement and Accounts Payable website updates
• Cross train on other positions to provide backup
• Other responsibilities and duties as assigned by leadership

Expectations:

• Work independently with minimal guidance
  • Strive for excellence in all aspects of the position; especially as it pertains to customer service to stakeholders
  • Develop and maintain constructive and cooperative working relationships with colleagues, management, and stakeholders
  • Serve as a consulting resource for campus in procurement functions, processes, and procedures
  • Continually seek opportunities for personal and professional development
  • Remain professional at all times
  
  

  This position will not supervise others

  
  

  Minimum Qualifications

  • Strong analytical skills, sound decision-making abilities, excellent attention to detail and pride in a well-executed finished product
  • Strong organizational, prioritization and problem-solving skills
  • Excellent verbal and written communications skills
  • Reading comprehension/critical thinking
  • Basic negotiation skills
  • Strong customer service mindset
  • Considerable knowledge of research methods, data gathering and data analysis
  • Accounting and budgeting principles
  • Procurement tools and technology
  • Mathematics
  
  

  Preferred Qualifications

  
  
  • Associates Degree in Accounting or closely related field and two (2) years of accounting experience. Understanding of accounting entries and how to track them through accounting records. Use good judgement in receiving and managing confidential information.
    • A thorough understanding of State of MT purchasing rules and regulations and delegated authority.
    • Proven track record in negotiation, communication, analytical, prioritization skills
    • Strong focus on building multifunctional teamwork and customer/vendor relationships
    • Proven track record of results versus commitments
    • Outstanding skills in multi-tasking/time management
    • Strong project management skills
    • General business practices and principals preferably in a higher education environment
    • Private/Public Sector procurement, strategic sourcing, and/or supply chain management experience
    • Demonstrate a high degree of ethical behavior.
    
    

    Additional Information

    
    
    

    Work Schedule: Full-time, 1.0 FTE (40 Hours a week), Monday through Friday 8:00 am to 5:00 pm schedule. In person; on campus. Hours and schedule may vary depending on the needs of the program.
    Benefits: Includes a comprehensive group insurance benefits program including medical plan options with prescription drug and dental plan, vision exam coverage, an employee assistance program (EAP), retirement plan, life and disability insurance options, flexible spending and dependent care account options, and optional long-term care insurance. Additional information on benefits can be found by visiting: https://choices.mus.edu/employees.asp
    Union Affiliation: FOCUS-MFPE
    Probationary Period: Six (6) months minimum

    
    
    

    Priority Application Date: Friday, May 22, 2026 by 11:59 PM (Mountain Time)
    Screening of applications will begin after the closing date; however, applications will continue to be accepted until an adequate applicant pool has been established.

    Complete applications must include:
    1 .Letter of Interest – addressing your qualifications and experience related to the stated required skills for the position. A general letter salutation such as “Dear Search Committee” or “Dear Hiring Manager” is acceptable
    2. Detailed Resume listing education and describing work experience
    3. Three (3) professional references – names and contact information for three (3) professional references.

    
    
    

    Incomplete applications may not be considered.
    Employment Eligibility: Must be eligible to work in the United States upon hire. Sponsorship is not available for this position.

    The Affiliation of the University of Montana (UM Affiliation) is an equal opportunity employer. UM Affiliation does not discriminate against any applicant on the basis of protected class status as described in UM’s non-discrimination policy and any applicable law. Reasonable accommodations are provided in the hiring process for persons with disabilities. For example, this material is available in alternative format upon request. Qualified candidates may request veterans’ or disabilities preference in accordance with state law.

    
    
    

    Criminal Background Investigation is required prior to the offer of employment. In accordance with university regulations, finalists for this position will be subject to criminal background investigations.

    References: References not listed on the application materials may be contacted; notice may be provided to the applicant. UM partners with SkillSurvey for reference checking. Applicants may receive emails from SkillSurvey to submit reference information.

    
    
    

    Testing: Individual hiring departments within the UM Affiliation may elect to administer pre-employment tests, which are relevant to essential job functions.

    
    
    

    Employment Eligibility: All New Employees must be eligible and show employment eligibility verification by the first date of employment at UM and all affiliated campuses, as legally required (e.g., Form I-9). The University of Montana will require proof of authorization to work in the United States before final hiring. Due to the September 19, 2025 Presidential Proclamation and related guidance from USCIS and the Department of State, the University may be limited in its ability to offer H-1B sponsorship. At this time, we are unable to sponsor new H-1B visas that require payment of the additional fee introduced by the Proclamation.

    
    
    

    To apply, please visit https://www.schooljobs.com/careers/ummissoula/helenacollege/jobs/5334353/purchasing-agent

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