4811 Senior Procurement Technician

POSITION IDENTIFICATION

TITLE Senior Procurement Technician

CLASSIFICATION NUMBER 4811

GRADE 15

CLASSIFICATION Nonexempt

IMMEDIATE SUPERVISOR Director of Procurement Services

MAJOR ADMINISTRATOR Director of Accounting and Budgeting

GENERAL FUNCTION

The Senior Procurement Technician performs varied and complex support functions in the procurement of materials, supplies, services, and equipment for the University that meet the needs of University administrative and academic departments and complies with regulatory guidelines, accepted procurement principles, and University and/or Board of Governors policies.  The Senior Procurement Technician performs functions such as administration of the University’s requisition system and/or Procurement Card processes, performs written, fax, and/or telephone bidding, and monitors and audits assigned transactions.

MINIMUM ACCEPTABLE QUALIFICATIONS

Education: A high school diploma or the equivalent is required.

Experience: At least three years of procurement experience is required; public procurement experience is preferred.   Specific experience soliciting quotes and/or bids is required.  Experience implementing and/or administering a procurement card process is preferred.

Skills:  Keyboarding skills are required.  Skills in the use of personal computers and/or Enterprise Resource Planning (ERP) systems are required, including proficiency in Microsoft Word and Excel.  The ability to operate a ten-key calculator, electronic photocopier, and other standard office machines, maintain complex filing systems and records, and make mathematical calculations are required.  The ability to learn new skills and processes and to implement new programs and processes is required.

Effort: The Senior Procurement Technician position is primarily sedentary. The Senior Procurement Technician position requires keyboarding on a daily basis, which may be extensive at times.

ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Ensures that all requisition requests are properly processed by verifying the accompanying specifications for completeness and accuracy, rejecting incorrect or incomplete requisitions, contacting departments for any needed information or clarification of the request,  determining the type of procurement document (i.e., state or local contract, purchase order, or requests for quotes/bids) required, distributing the requisitions to the appropriate individual for action based upon their area of specialization, and determining whether the requisition requires Board of Governors approval.

2. Completes the appropriate processing action for assigned requisitions, following existing regulations and laws, by performing written, fax, and/or telephone bidding, evaluating bids from vendors, awarding the purchase order to the vendor meeting bid specifications and price, resolving problems with purchase orders, and verifying that payment has been made to the vendor.

3. Enters and processes purchase orders.

4. Posts solicitations electronically and via print where needed.  

5. Coordinates the placement of travel reservations via procurement card.

6. Allocates funds for credit card purchases and balances the statement on a monthly basis.

7. Performs clerical duties as assigned, including the filing of contracts and solicitations, and the coordination of record retention practices and processes for the office; duties may include compilation of the monthly departmental activity report for the Board of Governors.

8. Ensures the prompt and effective delivery of essential goods and services to the University's administrative and academic departments with a minimum time lag through compliance with standardized purchasing practices that follow regulatory guidelines, University and/or Board of Governors policies, and accepted procurement principles, consulting with administrators and staff about their needs and desired purchases and assisting in locating and identifying items and services being sought, contacting vendors and developing sources of supply and/or services, processing requisitions, and expediting the ordering and delivery process for goods or services.

9. Assists in coordinating the arrival of all products with the buyers and the Coordinator, Property Control, arranging for the return for credit of items which are not acceptable or which have been damaged in shipment, and identifying surplus items for sale when appropriate.

10. Protects the interests of the University regarding purchases by serving as a representative for the University in discussions between vendors and University departments on procurement issues, shipping, receiving, invoicing and all other areas of responsibility. 

11. Ensures the proper and timely payment of charges for goods and services received by the University by monitoring the invoice payment process from the initiation of a purchase order through the receipt of the goods or services and billing from the vendor or supplier.

12. Expands the range and improves the quality of procurement services to the University's departments thus improving customer satisfaction by providing input regarding the design and/or selection of automation systems and being proactive in seeking the use of information technologies to automate and expedite the procurement process.

13. May assist in the development of a competent, productive and effective departmental staff by participating in the interview process for applicants and making recommendations regarding hiring decisions and training staff members involved in procurement operations.

14. Remains competent and current by attending professional development courses, software training classes, and courses and/or training sessions as directed by the supervisor or required by the University.

15. Contributes to the overall success of the division of Financial Services by performing all other duties and responsibilities as assigned, maintaining high levels of accuracy, maintaining a professional demeanor and appropriate levels of confidentiality, and providing excellent customer service.

SUPERVISION

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

OFFICE OF HUMAN RESOURCES

REVISED SEPTEMBER 2014

JOB FAMILY 1

Factor 1: Educational/Experience Requirements of the Job

Level 7 - 1160 Points: A combination of education and experience equivalent to a Level 7 as indicated by the Equivalencies Chart, when permitted by the Minimum Acceptable Qualifications.

Factor 2: Complexity and Technical Mastery

Level 4 - 370 Points: In addition to 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, the job requires specific professional skills and/or skills in managing a wide variety of complex processes.

Factor 3: Responsibility for the Work of Others

Level 4 - 110 Points: Some supervision and training of small numbers of student or part-time workers is required where the nature of supervision is largely confined to scheduling work and assigning tasks. Supervision at this level may also involve directing the work assignments of one or more permanent, full-time employees. Supervisory tasks may include providing input into hiring and employee evaluation processes, but the final decisions are made by other supervisors. The incumbent typically does not perform a full range of supervisory responsibilities, and supervisory duties typically involve relatively little time during the work day.

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 5 - 345 Points: Interactions with others are somewhat unstructured. The purpose may be to influence or motivate others, to obtain information, or to control situations and resolve problems. Interactions may be with individuals or groups of coworkers, students, or the general public, and may be moderately unstructured, and may involve persons who hold differing goals and objectives. Individuals at this level often act as a liaison between groups with a focus on solving particular unstructured problems.

Factor 6: Work Impact

Level 3 - 300 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, but the services, information, or products provided have relatively minor 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.