Under general supervision, performs specialized administrative duties
in support of a buyer or buying team such as identifying sources of
supply, preparing procurement documents and reports, scheduling
deliveries and shipments, and issuing orders. May be required to
supervise clerical personnel.
1. Solicits telephone quotes. Places and expedites small procurement
orders. Obtains necessary approvals from campus control
departments (e.g., sponsored programs, safety office). Schedules
deliveries and shipments.
2. Responds to complex inquiries regarding the application of
procurement policies and procedures. Assists clients in completing
procurement forms and transactions.
3. Screens inquiries from vendors regarding bids, bid addenda, and
bid results, and responds or refers to others as appropriate.
Maintains confidentiality of information as required.
4. Provides training and direction to other support staff on work
assignments; coordinates procurement clerical activities.
5. Researches and consolidates data to prepare lists of bidders, and
product descriptions or preliminary specifications for commodity
items within assigned areas.
6. Receives, and assists in processing and distributes requisitions,
purchase orders, and other procurement documents. Verifies
completeness, accuracy and consistency of data and related
7. Supports preparation of complex invitations for bid and requests
for proposal. Attends and records results of formal bid openings.
Performs mathematical computations and prepares spreadsheets for
8. Prepares routine correspondence as well as specialized and
Note: The intent of this list of primary duties is to provide a
representative summary of the major duties and responsibilities of
this job. Incumbents perform other related duties assigned. Specific
duties and responsibilities may vary based upon departmental needs.
EDUCATION: High school diploma or GED.
EXPERIENCE: Four years related work experience.
General knowledge of procurement or related business procedures that
include complex technical routines; of basic mathematics, including
ratios and percentages; sufficient to accurately perform mathematical
business computations. Also general knowledge of modern office
practices, procedures, systems, and related software to facilitate
assigned work; in organizing and executing multiple assignments under
specific time constraints. Ability to communicate effectively both
orally and in writing; to prepare written records and reports; to
understand and interpret procurement policies and procedures; to
provide guidance and training to others; to maintain poise and
courtesy under pressure; to handle confidential matters with
OTHER: Except for qualifications established by law, additional
related experience and formal education in which one has gained the
knowledge, skills, and abilities required for full performance of the
work of the job class may be substituted for the education or
experience requirement on a year-for-year basis with 30 college
credits being equivalent to one year of experience.
CONDITIONS OF EMPLOYMENT