Procurement Officer (2928

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Position Summary, Requirements, and Qualifications

Overview

Northern Illinois University is a world-class, research-focused public institution that attracts students from across Illinois, the country and the world. NIU’s vision is to be an engine for innovation to advance social mobility; promote personal, professional and intellectual growth; and transform the world through research, artistry, teaching and outreach. Our mission is to empower students through educational excellence and experiential learning as we pursue knowledge, share our research and artistry, and engage communities for the benefit of the region, state, nation and world.

Position Summary

The employee in this position is responsible for the preparation and completion of procuring materials for the MDC , trades and other departments as assigned. This includes procuring stock and special order items. Employee must be knowledgeable about procurement best practices and have construction knowledge and mechanical aptitude in order to assist forepersons in ordering specialized parts and equipment. Work requires the use of initiative and judgment in cooperating with vendors, repair technicians, trades, and other personnel to provide a timely flow of all materials and services in accordance with the needs of the university.

The employee will need to complete the necessary work to allow orders to be correctly billed to the requesting departments or work orders. Will work with outside vendors to secure product accurately and timely.

Essential Duties and Responsibilities

• Secure all paperwork and authorizations before releasing any materials
• Read and interpret work order reports used for stock and inventory record maintenance and reorder stock when required
• Exercise judgment in estimating amounts of supplies needed for replenishment through the use of these reports, and daily observations of unusual quantities of items issued
• Promptly process orders for entry into the billing charge-back system; post on hand adjustments to perpetual inventory files as needed
• Review and inform Manager of low stock levels on specific items to be reordered
• Follow-up with vendors to assure that resale stock is delivered on time and as specified, noting and resolving any discrepancies or variations
• Make special purchases under the authority of the State of Illinois purchasing rules and regulations
• Prepares bids
• Request certifications from vendors as necessary/required
• Select and/or recommend suppliers or contacts requisitioning department/foreperson to determine acceptable suppliers
• May participate in planning and negotiating sessions with suppliers and departments
• Interviews vendors to determine sources of supply, current market trends, possible discount schedules
• Prepares reports and correspondence regarding status of requisitions, purchase orders, shipments, and problem resolution
• Provides interpretation of policies and procedures, rules and regulations and internal guidelines to other personnel procuring materials, as well as to vendors
• Reviews and coordinates purchasing contracts and files and ensures they are transmitted to vendors in a timely manner; maintains paper and electronic files/records
• May assist with reviews, analysis, and participate in the development and implementation of operational policies and procedures

• Serves as main procurement resource contact for MDC
• Contacts vendors for pricing and delivery/lead times and receiving information
• Prepares/reviews/executes requisitions with accuracy
• Obtains required administrative approvals as necessary for purchases
• Works at reducing overall costs without compromising quality; reduce shipping costs
• Works with departmental employees and trades personnel in preparing specifications for purchasing parts, commodities, tools, materials and equipment
• Works to ensure that receiving information is efficiently processed to expedite payment processing
• Assists in the analysis of requests for extensions or amendments to existing purchase orders and makes recommendations for approval or alternative solutions to manager
• Investigates problems arising from the procurement of materials; determines appropriate action to resolve vendor issues
• Processes all returns promptly and monitors to ensure university receives credit due
• Maintains a PCard and uses appropriately to make purchases; maintains all required records and submits monthly PCard reports; may also be a proxy reconciler or approver for another PCard holder
• Track and reconcile available purchase order funds before placing orders so that overspend situations do not occur

• Refer situations involving major deviations from established methods to the Manager and make recommendations suggesting a course of action to be taken
• Make suggestions concerning the alignment of services to operating requirements such as…