Procurement Specialist I

Description

Reviews and coordinates complex, one-time, and simple multi-term purchase requests in accordance with university policies and the state of Missouri procurement guidelines. Independently handles projects up to $500,000.00. May handle a variety of projects related to the acquisition of goods and services, including financial analysis and contract negotiations, under the supervision of the Director and Assistant Department Director up to $500,000 and beyond. Provide procurement services with an expectation for high levels of customer focus to a wide range of end users. This position will have the ability to manage and execute basic procurement projects and also be expected to handle small to mid dollar, routine inventory and informal quotes. Additional duties will also require public relations, training, tradeshow participation and demonstrations, contract management, and other tasks as assigned. Direction is received from the Director of Procurement and Materials Management.

Examples of Duties

Under the administrative guidance of the Director of Procurement and Materials Management, procures and coordinates the procurement of goods and services required by various departments in accordance with all applicable federal and state laws, ordinances, rules and regulations and university policies to include: - 40%

• Responsible for advising end users on the risks and outcomes of procurement activities.
  
  
• Responsible for independently determining the proper procurement method for the acquisition of goods or services.
  
  
• Prepares all aspects of bids, requests for quotes, invitations to bid and request for proposals in the Ebid system, including precise specifications, supporting spreadsheets, comparisons, recommendations, and justifications; issues purchase orders.
  
  
• Reviews, approves, and processes purchasing requisitions and purchase orders for goods or services to ensure compliance with the institution’s purchasing procedures, the state procurement code, and user requirements utilizing Jaggaer and Banner ERP systems.
  
  
• Provides liaison services between vendors and departments for order status, procurement procedures, and problem resolution; researches sources of supply; advises departments on cost effective alternatives.
  
  
• Conducts bid openings; evaluates bids and proposals to determine responsive low bid; assures selection in accordance with established criteria; assures full competition and documentation of actions; issues award letters or contracts.
  
  
• Drafts contracts and renewals for execution and entry into Ionwave Contract Management System.
  
  
• Negotiates with suppliers establishing price, delivery, quantity, payment, scope of work, change orders; researches sources of supply.
  
  
• Issues award letters and/or contracts.
  
  

Under the administrative guidance of the Director of Procurement and Materials Management, conducts procurement specialist administrative duties: - 30%

• Reviews and evaluates contracts, issues award letters and purchase orders, negotiates change orders.
  
  
• Enters contracts in Ionwave Contract Management system and updates system on regular basis.
  
  
• Maintains data information, files, reports, price lists on assigned commodities; negotiates prices and terms.
  
  
• Maintains records in accordance with established policies and procedures and audit guidelines.
  
  
• May expedite shipping and deliveries, maintain inventories, and monitor usage inconsistencies, price changes, and vendor back orders.
  
  
• Maintain state contract files and distribution as necessary to other University personnel, maintain master list of all copiers on campus including records of appropriate state contracts to order supplies from and who provides service for unit; assists the Director of Procurement in researching and recommending policies on procurement matters and in establishing contracts for services and materials.
  
  
• Resolves problems relative to procurement actions such as bid disputes and vendors’ protests in conformance with contract law and in coordination with legal counsel when indicated.
  
  

Under the administrative guidance of the Director of Procurement and Materials Management, communicates policies and procedures to campus constituents and the vendor community: - 20%

• Confer with consultants, contractors and suppliers in order to acquaint them with procurement policies and procedures and to obtain information on required products or services.
  
  
• May assist in validation, reconciliation, and process receiving reports, vendor invoices, and other payment documents.
  
  
• Administer and monitor assigned contracts to the commodities and services assigned.
  
  
• Review track and perform analysis using data from the University, vendor statistics, and other sources to understand and develop trend information for their respective end using departments.
  
  
• Confer, advise and assist using departments in planning and evaluating needs; advise departments of procurement procedures, explain relevant procedures and policies.
  
  
• Provides liaison services between vendor sales managers and department heads for procurement procedures, order status, and problem resolution; advises departments on cost effective alternatives.
  
  
• Provide accurate, complete and up-to-date information in a professional, courteous, efficient and timely manner..
  
  
• Effectively communicate purchasing policies and procedures to all campus departments and interpret said policies and procedures as necessary.
  
  
• Prepare and maintain accurate records and documentation on all solicitations, responses, purchases, contracts, correspondence and related follow-up.
  
  
• Maintain individual workload statistics.
  
  
• Perform other related duties as required.
  
  

Under the administrative guidance of the Director of Procurement and Materials Management, represent the university at trade fairs and community group meetings: - 10%

• Represent the university at trade fairs, conferences, and community group meetings.
  
  
• Will assist in training staff/student employees on SCT Banner and UCMarket related work; will participate in the testing of application with regard to Purchasing.
  
  
• Assists other members of the Procurement staff with simple and moderately complex procurements.
  
  
• Attend procurement related meetings and present seminars for presentation of university policies, including those relative to minority and women owned small business.
  
  
• Represent the Department at senior staff meetings and university committee meetings on behalf of the Director and to act in lieu of his/her presence on a periodic basis.
  
  

Typical Qualifications

Education:

• Associates degree in business or related field.
  
  
• Equivalencies for education or experience are based on the following: AA = 2 years experience; BA/BS = 4 years experience; MA/MS = 6 years experience; PhD = 8 years experience
  
  

Experience:

• One year of procurement related experience.
  
  
• One year of government or higher education procurement experience preferred.
  
  

Special Instructions:

Full-time benefits-eligible position: Benefits include competitive salary; health, dental, vision, life insurance, AD & D, long-term disability; 3 weeks paid vacation per year; 3 weeks of accrued sick leave per year; 13 paid holidays; retirement; and generous education assistance for an employee, spouse and dependent children taking classes at UCM.

Part-time benefits-eligible positions: Benefits include generous education assistance for the employee.

Temporary, adjunct, student employment, or graduate assistant positions: Benefits are not included.

Completed UCM online application for employment required. Incomplete applications will not be considered.

A review will begin immediately and continue until filled unless indicated otherwise.

NOTE: A background check is required for the selected candidate of all staff, faculty, adjunct, and temporary positions and any job offer is contingent on the results of this check. Student employees and graduate assistants do not require a background check to be conducted prior to employment.

The University of Central Missouri is an Equal Opportunity Employer and specifically invites applications from women, minorities, veteran status, and people with disabilities.