Purchasing Assistant

Summary

Job Category:
Purchasing
Job Title:
Purchasing Assistant
Job Category Definition:
Jobs in this category prepare required documentation, negotiate with vendors and procure a wide variety of various goods and services.
Job Title Definition:
The Purchasing Assistant assists in the procurement of various goods and services; processes purchase orders, assists agents in tabulating bids and preparing proposals, and provides general office support; communicate with vendors and customers to gather information and solve problems; reviews, prepares, verifies and/or approves financial and business transactions within established dollar limits and guidelines; maintains vendor contracts. Duties are performed at various levels within the defined title.
Working Conditions:
Specific physical requirements and effort are outlined in Job Responsibilities Worksheet (list of essential job duties and responsibilities specific to a particular job at the unit level) in accordance with the Americans with Disabilities Act of 1990 (ADA).
Other Requirements:
 

Levels

Level 1  

Level Details
Job Code Salary Band FLSA Status
PIPU0201 E Non-Exempt

Level 1 positions typically demonstrate baseline working knowledge of routine work applications; follow standard principles and systems and use appropriate terminology associated with a particular field of specialization; participate as a team member in a collaborative environment within a diverse workforce; actively contribute to completion of team goals and assigned tasks; clearly communicate information, ideas, or instructions verbally and in writing; follow recommended approach to assigned work to facilitate achievement of desired results; ensure safe practices and environmental consciousness are exhibited in decisions; typically work under direct and frequent supervision while performing routine duties using established procedures with detailed instructions.

Typical Education & Experience

1+ years related experience

High School Diploma or higher

Or an equivalent combination of education and experience
Typical Work Duties
  • Assist in the purchasing of commodities by processing purchase orders and auditing invoices for accuracy
  • Calculate payments and adjustments, and process returns
  • Report discrepancies and assist with research and resolution process
  • Obtain routine information from vendors and customers
  • Use electronic systems to record, process, and research various financial and purchasing transactions
  • Serve as a liaison between vendors and customers
  • Provide general administrative support such as answering phones, greeting visitors, communicating with internal and external customers, and coordinating meetings
  • May assist in the opening, tabulation, and tracking of bids
  • May assist in the preparation and shipment of items
  • May direct the work of part time employees

This profile is intended to indicate the kinds of tasks and levels of work difficulty that will be required of positions in this job title and should not be construed as declaring what the specific duties and responsibilities of any particular position shall be. It is not intended to limit 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 should not be held to exclude other duties not mentioned that are of a similar kind or level of difficulty.

Level 2  

Level Details
Job Code Salary Band FLSA Status
PIPU0202 F Non-Exempt

Level 2 positions typically demonstrate intermediate knowledge of the concepts, practices and procedures of a particular field of specialization; perform intermediate tasks in defined skill areas/applications by continuously building on current job knowledge; maintain effective relationships with peers, vendors, and others in a diverse environment; support team decisions and follow through with team responsibilities; interpret information, ideas and instructions and communicate clearly and accurately both verbally and in writing including materials intended for distribution; determine causes of unusual occurrences and apply standard principles and practices to determine and implement solutions; ensure safe practices and environmental consciousness are exhibited in decisions; typically work under general supervision, while performing assignments that are varied and that may be somewhat difficult in character, but usually involve limited responsibility.

Typical Education & Experience

3+ years related experience

High School Diploma or higher

Or an equivalent combination of education and experience
Typical Work Duties
  • Review, prepare, verify and approve transactions within established dollar limits and guidelines
  • Assist in obtaining documentation and correspondence regarding auto orders, tabulating quotes and/or preparing bid requests
  • Correspond with vendors and customers to solve problems, share information, and ensure accurate payment
  • Use a variety of electronic systems and databases to import and create documents, track vendor information and payments, create auctions, compose correspondence, create and process purchase orders, requests for proposal, and various financial transactions
  • Research discrepancies and assist with the resolution process
  • May be responsible for the maintenance of vendor contracts
  • May perform general office duties such as mail distribution, answering phones and greeting visitors
  • May direct the work of part time employees

This profile is intended to indicate the kinds of tasks and levels of work difficulty that will be required of positions in this job title and should not be construed as declaring what the specific duties and responsibilities of any particular position shall be. It is not intended to limit 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 should not be held to exclude other duties not mentioned that are of a similar kind or level of difficulty.

Level 3  

Level Details
Job Code Salary Band FLSA Status
PIPU0203 G Non-Exempt

Level 3 positions typically demonstrate proficient and comprehensive knowledge of defined skill areas/applications to integrate fundamental elements from other specialties into work assignments; apply knowledge of principles, practices, and procedures of a particular field of specialization to complete difficult assignments; promote a culture that is conducive to effective relationships among diverse team members; ensure safe practices and environmental consciousness are exhibited in decisions; may lead a project team involved in completion of difficult assignments, requiring proficient knowledge of field of specialization; interpret and communicate information, ideas and instructions clearly, accurately and persuasively both verbally and in writing including materials intended for distribution; incorporate new facts and ideas into group processes and apply creative thinking to develop new solutions; typically work with minimal supervision on difficult assignments, conferring with manager on unusual matters.

Typical Education & Experience

2+ years related experience

Associate's Degree or higher

Or an equivalent combination of education and experience
Typical Work Duties
  • May serve as a coordinator for Accounts Payable, Travel, or Purchasing Card
  • Assist Purchasing Managers and Agents with vendor research and negotiations; obtain information on price, delivery, payment, specifications, and purchase order terms
  • Make purchases in accordance with established policies, procedures, and regulations
  • Review, prepare, verify, and approve transactions within established dollar limits and guidelines
  • Ensure all transactions meet government regulations and University policies and procedures
  • Assist in monitoring vendor performance; track and maintain current vendor contracts
  • Perform spend and transaction analysis and tracking in order to monitor effectiveness of programs and generate process improvement opportunities
  • Collaborate with key stakeholders and perform outreach and training opportunities
  • Identify and resolve discrepancies; obtain vendor certifications and certificates of liability insurance when required
  • Assist in monitoring internal and external customer satisfaction
  • Use a variety of electronic systems and databases to import and create documents, track vendor information and payments, create auctions, compose correspondence, manage requisitions, and compile vendors and/or inventories
  • May supervise and direct the work of others

This profile is intended to indicate the kinds of tasks and levels of work difficulty that will be required of positions in this job title and should not be construed as declaring what the specific duties and responsibilities of any particular position shall be. It is not intended to limit 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 should not be held to exclude other duties not mentioned that are of a similar kind or level of difficulty.

Level 4  

There is currently no Level 4.

Level 5  

There is currently no Level 5.