Human Resources

Title: Purchasing Assistant
Classification: C4
Department: Purchasing Services

Job Summary: (Short summary of job duties - 1 to 2 sentences) Provides quality customer service in which discretion concerning the universitys policy and procedures is required, supports the Purchasing Services team, and oversees the clerical operation of the Purchasing Services Department.

 

Primary Duties & Global Responsibilities:

 

(Must be able to perform these duties; usually consist of more than 5% of your job.)

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Disseminate information that requires explanation and interpretation of university and departmental policy and procedures. Direct individuals to sources of additional information.

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Process various electronic purchasing documents and determine the appropriate method of processing in a time-sensitive manner. Review all documents for completeness, accuracy, approval, and compliance with university purchasing policy and procedures

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Enter requisition data to the Banner purchasing system generating purchase orders. Print, proof, separate, and distribute the purchase order copies

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Process purchase order change orders and requisition deletions as necessary.

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Other related duties as assigned.

Secondary Duties & Responsibilities:

 

(Must be able to perform these duties; usually consist of less than 5% of your job.)

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Expediting: assist with establishing new vendor direct-bill accounts; distribute credit application and tax exempt information; follow up on delinquent purchase orders with the vendor.

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Troubleshooting: reconcile discrepancies between purchase order, receiving report and invoice; reconcile damage claims, returns and errors; secure credit memos from vendors

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Assist with identifying and reporting responsible departments for non-compliant purchasing practices

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Process and circulate vendor profile documents

Minimum Required Qualifications:

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High school graduate

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Minimum of three years of related work experience and/or relevant training.

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Possess strong verbal, written and telephone communication skills.

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Demonstrated experience to successfully provide quality customer service

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Demonstrated experience to successfully maintain positive interpersonal relationships

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Demonstrated experience to successfully work under pressure and meet deadlines.

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Demonstrated experience to successfully work independently, organize own work and coordinate work activities of others.

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Demonstrated experience successfully using various computer software applications including Word, Excel, Power Point, Access, GroupWise, etc.

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Demonstrated experience to successfully perform mathematical calculations with speed and accuracy.

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Demonstrated experience to successfully perform accurate data entry

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Demonstrated experience to successfully operate office equipment

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Demonstrated experience to successfully maintain satisfactory work performance and attendance records.

Desired Qualifications: (Preferred in addition to required qualifications.)

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Some college course work

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Experience in higher education environment

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Experience in insurance and risk management

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Experience in purchasing processes

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Experience in basic accounting principles

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Supervisory experience

Supervision Received: (Who provides supervision?)

Receives general instructions from both the Director of Business Services and the Purchasing Services Manager, but is generally expected to work independently. Jointly reports to the Director of Business Services and the Purchasing Manager.

Supervision Exercised: (Who do you supervise?)

Hire, train, supervise, schedule and coordinate the work of student employees as may be required.

This description is intended to indicate the kinds of tasks and levels of work difficulty that will be required of positions that will be given this title and shall not be construed as declaring what the specific duties and responsibility of any particular position shall be. It is not intended to omit or in any way modify the right of any supervisor to assign, direct, and control the work of employees under his/her supervision. The use of a particular expression or illustration describing duties shall not be held to exclude other duties not mentioned that are of similar kind of level of difficulty.

Revised Date: April 2007

Revised Date: November 2007 For questions regarding employment, email Human Resources Employment Information. TDD Callers: Call Michigan Relay Center 1-800-649-3777.