Job Description

University of Utah Job Description

Job Summary

Assists with purchase order processing by contacting vendors and suppliers for quotes and follows up on unresolved purchase orders. Ensures billing and order accuracy and resolves related problems. Creates tracking systems; compiles, evaluates and maintains systems depending upon department needs.

Qualifications

Three years experience in a procurement environment or related field required. Superior organizational and problem solving skills as well as a strong working knowledge of spreadsheets and word processing are required. Demonstrated human relation and effective communication skills also required.

Acquired or working toward completion of Accredited Purchasing Practitioners (APP) may be preferred in some areas of assignment. 

Applicants must demonstrate the potential ability to perform the essential functions of the job as outlined in the position description.

Disclaimer

This job description has been designed to indicate the general nature and level of work performed by employees within this classification.  It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to the job.

Essential Functions

1. Reviews and processes routine purchase requisitions for goods and services.
2. Ensures compliance with purchasing procedures, state procurement codes and user requirements.
3. Prepares standard bids, proposals and recommendation justifications.
4. Interacts with vendors and departments regarding procurement procedures and status of orders.
5. Maintains and updates product catalogs, vendor files and price lists.
6. Maintains records in accordance with established policies and procedures and audit guidelines.
7. Reconciles and processes receiving reports, vendor invoices and other procurement documents.
8. Expedites shipping and deliveries; maintains inventories; monitors usage inconsistencies, price changes and back orders.

Problem Solving

This position acts as a liaison between requesting departments, accounts payable and vendors to ensure that information is shared appropriately and invoices are paid on time. Delayed payment may result in vendors placing a credit hold on the account and necessary products would not be received. If shipments do not arrive on time, are filled incorrectly or become damaged during shipment the incumbent researches the problem and works with the vendor and the receiving dock to resolve any discrepancies.

Comments

The Assistant Buyer is distinguished from the Buyers in that this position does not perform specialized or complex-purchasing transactions that require the development of detailed specifications.

Work Environment and Level of Frequency typically required

Nearly Continuously: Office environment.

Physical Requirements and Level of Frequency that may be required

Nearly Continuously: Sitting, hearing, listening, talking.

Often: Repetitive hand motion (such as typing), walking. 

Seldom: Bending, reaching overhead.