Purchasing and Contract Coordinator

Overview

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• Employee primary duties are ordering and processing purchasing requisitions for all necessary supplies in all functions of Facility Services utilizing the proper budget coding as defined.
• Secondary duties include coordinating and managing all vendor accounts and contract negotiations in the best interest of the University, ensuring all invoicing matches the contract scope.
• Perform standard clerical office work and provide coverage as necessary for administrative duties, including answering telephones, responding to inquiries, and assisting external and internal customers.
• Perform manual tasks, such as covering shipping and receiving when the Receiving Clerk is out of the office.
• Maintain the department s inventory systems related to key areas of Facilities operations including housekeeping supplies and maintenance supplies.
• Be responsible for report generation of the Work Order system and its functions as it relates to ordering supplies in the completion of tasks assigned to facility employees.
• Assist in maintaining campus insurance liability and risk records including Certificates of Insurance for on- and off-campus events related to visiting schools, colleges or universities, and fleet vehicle records and insurance documents.
• Tasks are normally accomplished within well-defined procedures with occasional non-routine administrative work involved.

• Education and/or
  
  Experience:
  
  High School diploma or GED required. At least two years’ related experience in office clerical or data processing, purchasing and/or training; or an equivalent combination of education and experience.
• Skills and/or Abilities: Should have strong organizational and communication skills and be able to multi-task and adapt to changing needs; effective phone etiquette; ability to follow oral and written directions; self-motivated and able to work independently with minimal direction; ability to lift or assist in lifting boxes/parcels weighing 75 lbs. or more; establish and maintain effective working relationships within the department.
• Language
  
  Skills:
  
  Ability to read and write documents, procedures, supply specifications and general correspondence; ability to write routine reports, develop spreadsheets and email correspondence; ability to speak effectively with groups of staff, students, administration and visitors.
• Mathematical
  
  Skills:
  
  Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference and volume; basic math concepts.
• Reasoning Ability: Ability to solve practical problems and deal with a variety of concrete variables in situations with limited standardization; interpret instructions furnished in written, oral, diagram or schedule form.
• Certificates, Licenses: Valid Driver’s License and ability to meet the University’s insurance requirements for driving University vehicles.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. The employee is regularly required to walk and climb stairs; use hands to finger, handle or feel; reach with hands and arms; stand; work on their feet for several hours; bend, stoop, and move and/or lift up to 75 lbs.

The employee is occasionally required to talk or hear, including the use of a telephone. Specific vision abilities required include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The work environment described are representative of those an employee encounters while performing the essential functions of this job. Typically, the employee works indoors, in a warehouse or business office environments with a moderate noise level. Occasionally the employee will be required to work outside the building in inclement weather for receiving or materials distribution functions.