4810 Procurement Technician

POSITION IDENTIFICATION

TITLE Procurement Technician

CLASSIFICATION NUMBER 4810

GRADE 13

CLASSIFICATION Nonexempt

IMMEDIATE SUPERVISOR Director of Procurement Services

MAJOR ADMINISTRATOR Chief Financial Officer (CFO)

GENERAL FUNCTION

The Procurement Technician performs varied and moderately complex clerical work involving the application of University policies and procedures governing the procurement of materials, supplies, services and equipment.  The Procurement Technician prepares purchasing documents for the payment of goods and services by Accounts Payable, maintains the active and inactive filing and record system of purchasing documents and related materials, and resolves vendor and department issues regarding purchase orders. The Procurement Technician enters purchase orders into Banner, ensures that contract renewals are processed on a timely basis, and assists the Director of Procurement Services with the Board of Governors’ report and other procurement activities as assigned.

MINIMUM ACCEPTABLE QUALIFICATIONS

Education: A high school diploma or the equivalent plus specialized training beyond high school in office and business procedures is required.

Experience: At least two years of procurement or accounting experience is required. Experience with Ellucian’s Banner system or a similar platform is preferred.

Skills:  A keyboarding rate of forty words per minute is required.  The ability to use personal computers and computer applications is required. The ability to operate a ten-key calculator, maintain complex filing systems and records, and make mathematical calculations is required.

Effort: Procurement Technician positions are primarily sedentary; however, may require occasional lifting and carrying of materials and equipment weighing up to twenty-five pounds, to reach heights up to eight feet by climbing a ladder or stool, and to bend or crouch to reach materials or equipment stored on lower shelves or in lower cabinets/desk drawers. Purchasing Technician positions require keyboarding on a regular basis.

ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Performs varied and moderately complex clerical work in the application of University policies and procedures governing the procurement of materials, supplies, services, and equipment by receiving and verifying purchase requisitions and accompanying specifications for completeness and accuracy, preparing purchase orders, and distributing the various purchasing documents to the appropriate department, vendor, or agency.

2. Expedites purchase orders by verifying with the vendor the status of the delivery of goods ordered and purchased by the University and recording the information received on the purchase order.

3. Prepares purchasing documents for payment of goods and services received by the University by performing the three-way match of the invoice, the shipping and receiving copy, and departmental approval copy, determining that the order is complete and ready for payment, forwarding the appropriate documents to Financial Services for payment, and entering pertinent information regarding the purchase order on the database to update the procurement system.

4. Resolves vendor and department problems regarding purchase orders by contacting the vendor and providing additional requested information, verifying the invoices for purchase orders, confirming delivery dates, correcting other discrepancies, verifying the status of purchase orders for departments, and assisting in identifying unknown shipments that are delivered to the Receiving Dock.

5. Provides requested information regarding vendors and/or purchases by performing routine research.

6. Reconciles monthly statements regarding outstanding invoices by checking the Banner accounting screen for payment, calling the vendor and requesting copies of invoices if needed, and forwarding the invoices to the specific department for payment.

7. Processes contract renewals for the Buyers and the Director of Procurement Services.

8. Assists the Director of Procurement Services with the Procurement Activity Report for the Board of Governors’ meetings.

9. Provides continuity of administration within the Office of Procurement Services by assisting other staff, as necessary, with the distribution of requisition requests, policy and procedures inquiries, and other related duties, processing requisitions or other related documents, and filling in for other clerical staff as needed.

10. Maintains the inactive filing and record system of purchasing documents and related materials by sorting those documents and materials by fiscal year and alphabetical sequence and placing them in an established filing system. 

11. Contributes to the overall success of the Office of Procurement Services office by performing all other duties and responsibilities as assigned.

SUPERVISION

The Procurement Technician is supervised by the Director of Procurement Services.   

OFFICE OF HUMAN RESOURCES

REVISED FEBRUARY 2013

JOB FAMILY 1

Factor 1: Educational/Experience Requirements of the Job

Level 4 - 500 Points: A combination of education and experience equivalent to a Level 4 as indicated by the Equivalencies Chart, when permitted by the Minimum Acceptable Qualifications.

Factor 2: Complexity and Technical Mastery

Level 3 - 220 Points: Considerable skill in oral and written communication, the ability to make basic mathematical calculations, the ability to understand and follow instructions, knowledge of moderately complex or other work procedures, and the ability to work independently and coordinate a variety of activities and events are required.

Factor 3: Responsibility for the Work of Others

Level 2 - 30 Points: Occasional responsibility to direct the work of one or more student workers and/or temporary part-time workers. The requirement to supervise others is not a regular job duty, but may occur on an intermittent or irregular basis. The nature of the required supervision is largely confined to assigning work or tasks to others and does not include a full range of supervisory responsibilities.

Factor 4: Guidelines

Level 3 - 220 Points: The work involves carrying out a group of procedures using the general methods and desired results indicated by the supervisor. Typically, standard operating procedures, handbooks, and/or reference manuals exist for most procedures, but the incumbent must select from the most appropriate of several guidelines, and make minor adjustments to methods. The incumbent uses judgment in interpreting and adapting guidelines such as University policies, regulations, precedents, and work directions for application to specific cases or problems. The incumbent makes decisions regarding most deviations from the guidelines but major deviations from guidelines are referred to the supervisor. Assignments are related in function and objective, but processes, procedures, or software varies from one assignment to another. Based on assignment, incumbents use diverse but conventional methods, techniques, or approaches. Jobs at this level may perform work that is moderately complex, but normally performed within a fairly narrow and specific functional area.

Factor 5: Contacts

Level 4 - 205 Points: The purpose of interactions is to solve recurring and structured problems, to provide specialized or technically precise information to others, and/or to plan or coordinate work efforts with other employees. Contacts involve cooperation and coordination and may involve the organization of activities of programs requiring working relationships among several parties. While contacts may require some level of persuasion, potential for conflicts and disputes are relatively minor. Interactions are moderately structured and routine and may involve employees in different functions, students, and/or the general public.

Factor 6: Work Impact

Level 4 - 475 Points: Work activities normally address conventional problems or situations with established methods to supply other employees with information, services, or products they use to perform their work. Work products or services facilitate the work of other employees and directly affects the ability of other employees to timely complete specific tasks or processes. Work activities may affect the quality of services provided to moderate numbers of employees, students, or the public, and the services, information, or products provided have significant effects on the welfare of the affected groups.

Factor 7: Physical Effort and Work Environment

Level 1 - 25 Points: The work environment consists of exposure to physical conditions typical of a normal office environment. Most of the job is performed while sitting, although the work may require occasional standing or walking and/or the lifting and carrying of small objects.