Assistant Buyer

University of Southern Indiana • Evansville, IN

20h • $21 • Onsite

About The Position

Provide professional support to the procurement and risk management operations of the University. Perform a variety of duties associated with purchasing good and services for university departments.

Requirements

• High school diploma or GED.
• Minimum of three years office experience required.
• Effective relationship-building, conflict resolution and negotiation skills suited to effective outcomes with internal university customers and external vendors.
• Must possess and demonstrate strong oral and written communication skills to deal with the public and handle transactions in a customer-orientated manner.
• Must possess a working knowledge of word processing, spreadsheet, database and mail programs.
• Excellent organization skills with ability to coordinate multiple tasks, determine priorities, set deadlines, and complete required projects.
• Ability to maintain accuracy, diligence, and effective communications while under deadline and on projects that require critical outcomes.

Nice To Haves

• Previous accounting experience or post-secondary education in accounting or related field preferred.
• Procurement experience in higher education is highly desirable.
• Experience within the public sector and with contracts is strongly preferred.
• Knowledge of Enterprise Service Management (ESM) purchase software and Banner Enterprise Resource Planning (ERP) software preferred.

Responsibilities

• Analyze, review, and process BuyUSI catalog transactions (under $5,000). Verify accuracy, and completeness of information, including totals, Fund-Organization-Account-Program (FOAP) numbers, business purpose and workflow. Issue purchase orders once review is complete and verify vendors receive orders.
• Oversee the University’s surplus equipment operations, including the intake, assessment, tracking, redistribution, recycling, and disposal of surplus property. Ensures compliance with university policies and applicable regulations. Coordinates equipment transfers and disposal requests with various campus departments.
• Negotiate and coordinate with suppliers to ensure fair pricing, quality products, appropriate payment and freight terms.
• Assist with vendor certificates of insurance process. Review insurance limits and accuracy of certificates. Work closely with assistant director or Risk Management and vendors.
• Manage Banner purchase order changes. Analyze need for change order, obtain proper financial manager approvals and work closely with buyers and Director of Procurement and Risk Management.
• Oversee the Contract Management system. Utilize database to enter, track and report contract information including renewal dates, contract terms, and conditions. Work with Director of Procurement and Risk Management, Chief Information Security Officer, and other departments on contract renewals.
• Control imaging and retention of BuyUSI and request for proposal (RFP) documents. Monitor image quality and work with the director of Procurement to establish policies and procedures to safeguard sensitive vendor data.
• Work closely with Procurement department in the RFP process to include finalizing RFP documents and sending out to bidders, processing addenda, tabulating results, publishing results on Procurement’s website, and sending notice to bidders for winning bids and rejection letters, while retaining all pertinent information for audit purposes within the files.
• Administer USI Plan Room website by issuing user IDs.
• Recommend appropriate changes in policies, procedures, and products as they relate to the procurement function.
• Serve as backup support to procurement buyer with maintenance of accurate vendor database.
• Identify, investigate, and resolve problems occurring with vendors, University departments, and procurement concerning BuyUSI orders, change orders, RFPs, and related issues. Track unresolved issues.
• Maintain Indiana Department of Revenue (DOR) protested vendors by updating vendor status reported by the State of Indiana. Communicate to procurement staff when required.
• Serve as main department contact for campus and vendors, including vending machines and copier.
• Prepare sales tax exemption certificates and vendor credit applications for new and existing vendors.
• Schedule USI training room for bid openings, trainings, and meetings.
• Other duties as assigned.

Benefits

• Affordable medical, dental, vision, life and short term and long-term disability insurance plans.
• Retirement plan where the University makes the total contribution equivalent to 7% of annual salary.
• Full tuition fee waiver for employees/75% for spouses and dependent children.
• Accrue up to 10 paid vacation days per fiscal year – accrual increases after 4, 7, and 11 years of service

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED
• Number of Employees: 501-1,000 employees