Pay Grade
EEO Code
Purchasing Assistant (Accounts Payable)

Performs responsible specialized duties required for accounts payable in the university’s Purchasing department.  Processes incoming invoices, expedites past due purchase orders, and enters invoices into the finance system submitting to the Business Office for payment. Ensures compliance and maintains recordkeeping associated with invoices. Performs data entry into University’s finance system as well as the State Comptroller’s portal.  Work is performed with considerable independence and offers wide latitude for exercise of initiative and independent judgment, within the framework of State of Texas purchasing rules and regulations and university fiscal policies and procedures. Performs responsible clerical and specialized duties required to assist the Director and the department.  Reports to the Director of Purchasing and Contract Management.


Audits supplier invoices, purchase orders, goods/services receipts to ensure accuracy of supplier billing. Ensures invoices are paid accurately and in line with State and University policies and guidelines.  Collaborates with departments and suppliers to resolve discrepancies related to invoice/payment document, receipts, and purchase orders. Processes transactions through USAS and the University’s finance system. Documents discrepancies, voucher corrections, and invoices pending Contract approval.  Contacts Central Receiving or departments to confirm receipt of goods or services, as needed. Assists the department and university in achieving HUB goals Performs other duties as assigned.

Physical Condition

Sufficient dexterity, agility, and physical condition to perform routine office tasks.  Light lifting may be required (file boxes). May be required to travel.


Three or more years of responsible clerical experience.  Experience with a state agency, college or university and in purchasing, accounting, or recordkeeping preferred.


Knowledge of accounting principles and practices. Knowledge of purchasing methods and procedures for a Texas State agency preferred. Must know or be able to quickly learn State of Texas purchasing laws, rules and regulations and university purchasing operating policy and procedures. Must be skilled in the use of personal computers, including Microsoft applications (Access, Excel, Word, etc.) with the ability to quickly learn new programs. 


Bachelor's degree in Business/Accounting preferred. High school graduation with equivalent years of relevant experience may be substituted.

Additional Requirements

Requires the ability to work well with diverse populations and maintain positive working relationships with students, faculty, staff, and the community. Ability to establish and maintain effective working relationships. Must be able to plan and manage tasks independently, organize and perform detailed work with speed and accuracy, understand and follow complex detailed instructions, process work in a neat, systematic, and legible manner, and make independent decisions by applying proper policies and procedures. *Regular reliable attendance is required. *This position is designated as security sensitive (mod) and requires a criminal background check.

Last Updated 04-27-2018