Departmental Purchasing Associate R13881

Responsibilities

• Prepare, review, and/or approve RTAs, purchase orders, for UT Market computer purchases, and other procurement documents. Communicate with vendors, other staff, faculty, students, student organizations, Purchasing Office, and UT Accounts Payable by providing consistent, timely, and reliable communication via email or other methods regarding status of approvals, returns, and process changes. Maintains the Procard files and posts information to the Procard Transaction Log as issued by UT Office of Accounting to track charges and assist in voucher preparation. Prepares, submits, and reconciles Procard as required by the UT Accounting.
• Provides prompt, courteous explanations, status information, and advice to internal and external customers via phone, writing and in person. Assist in locating products and services required to meet contractual requirements. Provides pricing for contract cost estimates and planning. Provide advance planning and guidance concerning approvals and procedures. Ensure database provides accurate and current order information.
• Responsible for data entry, retrieval, and use of information from the ARL:UT FOCUS database as well as the UT DEFINE/POINT PLUS System. Responsible for accurate and thorough data entry retrieval and use of information on 1) the ARL:UT database for record keeping, order tracking, and status reporting, and 2) UT DEFINE and POINT PLUS System. Maintains all procedures and policies relating the Bursar desk are accurate and current.
• Acts as Buyer backup, develops sources of supply, secures email and phone quotes for purchases up to $25,000 in accordance with UT, State, and Federal regulations to effect an order. Reviews and evaluates quotes, selects and places prime source orders, and prepares necessary documentation. Provides guidance in the absence of primary Buyers and assists Purchasing Office with emergency and regular orders as required. Is knowledgeable and effectively uses these systems for optimum purchasing, vouchering, and customer service.
• Other related functions as assigned.

Required Qualifications

• Bachelor's degree and one year of experience at the Administrative Assistant level and one year customer service, or high school graduation or GED and five years of clerical experience, including one year of experience at the Administrative Assistant level, and one year customer service.
• Experience providing successful customer service in person and by phone.
• Ability to communicate effectively with various internal and external customers.
• Demonstrated problem-solving skills.
• Ability to work efficiently and flexibly in a fast paced environment.
• Outstanding organizational and time-management skills.
• Recent strong computer skills in MS Office, Excel, Adobe Acrobat and use of internet.
• Ability to work independently with sensitive and confidential information, maintain a professional demeanor, work as a team member and effectively communicate with diverse groups.
• Able to work under pressure and accept supervision.
• Regular and punctual attendance.
• Equivalent combination of relevant education and experience may be substituted as appropriate.

Preferred Qualifications

• Knowledgeable in procurement procedures (competitive procurement, value analysis, source selection, and negotiating techniques).
• More than one year of experience as a full time purchaser.
• Preferred applicant would have more than one year of experience with UT, State of Texas, DoD, City Government, or research and development procurement.
• Knowledgeable in procurement procedures (competitive procurement, value analysis, source selection, and negotiating techniques).
• Five or more years of experience with MS Office, Adobe Acrobat, and Internet. Working knowledge of Export Control regulations.

General Notes