Purchasing Assistant

University of Florida • Gainesville, FL

1d • $18 - $19 • Onsite

About The Position

This position assists with student programming purchasing functions for the department. The role facilitates the procurement of goods and services for student programming, creates carts in UF MarketPlace, and reviews purchasing requests in the internal departmental purchasing system. The Purchasing Assistant will also review and maintain pending purchase orders, follow up as needed, and communicate status updates or information on purchases to requestors. Additionally, this role leads the receipt and distribution of goods, including receiving, checking-in, reviewing, and approving receiving documentation, and preparing received orders for distribution. The position also manages the Office Services photocopy area, mailroom, and office supply areas, including operating photocopy services, responding to walk-in requests, ordering and issuing office supplies, and supporting mail functions. The Purchasing Assistant will also assist with processing receiving, delivery of items, and maintaining inventory. Finally, the role involves developing reports, handling special projects, tasks, and other duties as assigned, including administrative tasks and operating state vehicles.

Requirements

• High school diploma or equivalent and one year of appropriate experience.
• Appropriate college course work or vocational/technical training may substitute at an equivalent rate for the required experience.

Nice To Haves

• Familiarity with UF Finance and Accounting processes and procedures UF Procurement policies and procedures
• Knowledge of UF MarketPlace
• Experience with stores/receiving operation
• Experience with record keeping processes and procedures
• Demonstrated proficiency with computers and basic software applications (e.g. work order management systems, Microsoft Office)
• Demonstrated ability to communicate with various levels of staff and interpersonal skills
• Demonstrated attention to detail, professionalism, dependability, and timeliness
• Ability to remain discreet and respect the privacy of residents, tenants, and/or guests.
• Ability to work independently
• Demonstrated ability to function effectively in a fast-paced environment with frequent interruptions
• Demonstrated ability to handle multiple projects or tasks simultaneously
• Demonstrated ability to understand, interpret, and apply rules, regulations, policies, and procedures
• Demonstrated ability to work as part of a team in a multi-faceted environment

Responsibilities

• Facilitate procurement of goods and services for student programming across the department
• Create carts in UF MarketPlace to initiate purchasing of items
• Review purchasing requests in internal departmental purchasing system
• Review and maintain pending purchase orders; follows up as needed
• Responsible for communicating status updates or information on purchases to requestors
• Lead the receiving and checking-in of goods delivered to the central receiving area
• Review and approves receiving documentation for completeness and accuracy; ensure items match purchase orders
• Prepare received orders for distribution to requestors; distribute as needed
• Manage and operate photocopy services for the department
• Support unit office by responding to walk-in requests, answering phones, and responding to email inquiries
• Responsible for ordering, tracking, and issuing all office supplies for the department
• Provide support for all mail functions and acts as liaison for University Mail Services, United States Post Office, and other special mail delivery services (e.g. UPS, FedEx); sort incoming mail/packages and deliver to appropriate area or individual; process outgoing mail
• Deliver departmental bank bag to Criser Hall daily.
• Ensure orders received are complete and accurate following up with vendors as required
• Coordinate delivery of items as well as distribution to the various internal units after items are received
• Serve as back-up to fulfill inventory supply requests from current inventory of products as needed.
• Assist in the loading and unloading of supplies and equipment to the receiving areas
• Assist in maintaining inventory of materials and supplies for area of responsibility
• Assist with conducting physical inventories of supply warehouse and furniture shop operations.
• Perform administrative tasks as required such as filing, scanning, and faxing
• Operates state vehicles

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED