4812 Procurement Specialist - WP


TITLE Procurement Specialist - WP




IMMEDIATE SUPERVISOR Superintendent of Physical Plant


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


Education: A high school diploma or the equivalent plus specialized training beyond high school in office and business procedures or a combination of education and experience.

Experience: With a high school diploma or the equivalent and specialized training beyond high school, and one to two years of procurement or accounting experience is required. An equivalent combination of years of experience and education may be considered for substitution of educational requirements.

Skills: Keyboarding ability is required. The demonstrated ability to use personal computers and computer applications; the ability to operate a ten-key calculator, maintain complex filing systems and records, and make mathematical calculations is required. The ability to develop knowledge of, respect for, and skills to engage with those of other cultures or backgrounds is required.

Effort: Procurement Specialist positions are primarily sedentary and require keyboarding on a regular basis. The work may require periodic handling, carrying, or lifting of moderately heavy objects.


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 orders and accompanying specifications for completeness and accuracy, preparing purchase orders/requisitions, and distributing the various purchasing documents to the appropriate department, vendor, or agency.

2. 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 and by monitoring vendor activities for compliance with all contract terms and conditions.

3. Resolves vendor and department issues 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.

4. 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, and forwarding the appropriate documents to the business office for payment.

5. Provides requested information regarding vendors and/or purchases by performing routine research. Assists with policy and procedure inquiries.

6. Contacts appropriate vendors for job contracts. Maintains all contracts pertaining to the West Plains campus and processes annual renewals. Issues RFQ’s and RFP’s.

7. Serves as P-Card coordinator for departmental cards and the Enterprise Rent-A-Car ghost account.

8. Coordinates MSU-WP motor pool vehicle operations. Ensures vehicles are ready for reservations, schedules maintenance, records log of mileage and repairs, collects gas receipts for A/P, and maintains file of physical plant personnel driver licenses, insurance, and registration forms.

9. Processes work requests and distributes work orders to appropriate physical plant personnel and vendors.

10. Oversees key control. Processes key requests and distributes keys to authorized employees on campus. Records log of all keys distributed or returned on campus.

11. Maintains campus mail operations.

12. Processes employee departmental time entry in Banner.

13. Maintains surplus inventory and coordinates surplus auctions.

14. Processes Maintenance & Repair invoices and submits quarterly reimbursements. Processes annual encumbrance purchase orders.

15. Contributes to a work environment that encourages knowledge of, respect for, and development of skills to engage with those of other cultures or backgrounds.

16. Contributes to the overall success of the Physical Plant by performing all other duties and responsibilities as assigned.


The Procurement Specialist is supervised by the Superintendent of Physical Plant.


JULY 2022