POSITION IDENTIFICATION
TITLE Procurement Specialist - WP
CLASSIFICATION NUMBER 4812
GRADE 14
CLASSIFICATION Nonexempt
IMMEDIATE SUPERVISOR Director of Facility Operations
GENERAL FUNCTION
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.
MINIMUM ACCEPTABLE QUALIFICATIONS
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.
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.
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 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. Procures materials, supplies, and equipment that meet departmental needs by researching vendors and product information, identifying alternatives, and ensuring compliance with specifications. Maintains a perpetual inventory of supplies and equipment, reordering as necessary to ensure adequate and appropriate stock levels at all times.
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. Assists with scheduling required preventative maintenance tasks or inspections. Tracks contract and warranty timelines for all university contracts and facility operations equipment.
7. Serves as P-Card coordinator for departmental cards and the Enterprise Rent-A-Car ghost account. Assists with the development or dissemination of updated procurement procedures. Trains departmental staff, as needed, on procurement systems, Banner processes and P-card compliance. Maintains a list of all procurement card holders, coordinators and approvers.
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 facility operations personnel driver licenses, insurance, and registration forms. Provides monthly reports to business office for motor pool charges to be disbursed to appropriates budgets.
9. Processes work requests and distributes work orders to appropriate facility operations 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. Assists new and existing facility operations employees with required university trainings.
13. Maintains surplus inventory and coordinates surplus auctions.
14. Processes Maintenance & Repair invoices and submits quarterly reimbursements. Processes annual encumbrance purchase orders.
15. Supervises student employees. Manages workflow of student workers. Verifies and approves timesheets for student workers.
16. Contributes to the overall success of Facility Operations by performing all other duties and responsibilities as assigned.
SUPERVISION
The Procurement Specialist is supervised by the Director of Facility Operations.
OFFICE OF HUMAN RESOURCES
REVISED MARCH 2026
