Purchasing Assistant

University of California System•Irvine, CA

33d

About The Position

Founded in 1965, UC Irvine is a member of the prestigious Association of American Universities and is ranked among the nation's top 10 public universities by U.S. News & World Report. The campus has produced five Nobel laureates and is known for its academic achievement, premier research, innovation and anteater mascot. Led by Chancellor Howard Gillman, UC Irvine has more than 36,000 students and offers 224 degree programs. It's located in one of the world's safest and most economically vibrant communities and is Orange County's second-largest employer, contributing $7 billion annually to the local economy and $8 billion statewide. To learn more about UC Irvine, visit www.uci.edu. The Division of Finance and Administration (DFA) provides services and support to over 50,000 students, faculty, and staff with the mission of advancing UCI's brilliant future and the vision of becoming world-class campus partners. DFA serves the university as planning partners, problem solvers, and solutions providers - striving to make it as easy as possible for people to get the services they need, when they need them. Facilities Management is responsible for the effective operation of Irvine campus buildings, grounds and utilities; for providing a safe, functionally suitable and aesthetic environment in support of academic, research and public service programs of the University. Providing comprehensive management of campus facilities requires the employment of approximately 325 personnel ranging in classification from custodians and groundskeepers to more technical skilled crafts such as electricians and plumbers, and professional design staff and engineers. These services cover more than 150 buildings of approximately 6 million gross square feet, and1,475 acres of grounds. Facilities Management has an annual operating budget exceeding $80 million in expenditures, with operating funds of $30 million and $15 million for reimbursable campus activities. Project Services a construction department within Facilities Management manages a portfolio of major infrastructure and renovation projects totaling $200M per year. Under general supervision of the Shop Store Supervisor, this position is responsible for the maintenance and coordination of all activities and procedures in Shop Stores. Responsible for purchasing over $2.5 million worth of material and maintaining stock inventory for sale to crafts in Facilities Management. Serves as back-up Buyer for low value purchasing as needed. Prepares purchase requisitions to order material for stock, maintains the Shop Store electronic inventory system, receives and inspects goods, issues material, recharges customers, and maintains the Facilities Management equipment inventory worth millions of dollars.

Requirements

Ability to work independently and follow through on assignments under general supervision.
Experience using a personal computer utilizing word processing, spreadsheet, data base software, as well as e-mail and on-line systems. Ability to enter, maintain, and track material records using computerized dBase inventory system. Knowledge and experience using the campus data warehouse for research and reporting purposes.
Knowledge of purchasing, shipping, and receiving procedures and related documentation. Ability to determine whether the parts received match those specified on the order.
Knowledge of general stockroom procedures, ability to accurately track stock, skill to investigate discrepancies and reconcile differences in stock levels.
Ability to work cooperatively and effectively in a variety of work environments, including those involving frequent interruptions, changing priorities, and multiple deadlines. Ability to respond with flexibility, organization, and efficiency to frequent changes in task focus and meet deadlines in a timely manner.
A working knowledge of campus accounting and University policies and procedures. Skill in reading and comprehension to understand, apply, and explain policy and procedure.
Ability to communicate effectively in English with persons of varied socioeconomic, cultural, ethnic, and educational backgrounds.
Good written and verbal communication skills in English, including good grammar, spelling, and editing. Ability to write concise, logical, grammatically correct analytical reports and procedural documents, as well as routine business correspondence.
Legible handwriting and ability to use a calculator in order to prepare purchase requisitions and other documents to order, receive, track, return, and recharge for sale of goods and services.
Mathematical knowledge sufficient for computations.
Ability to establish and maintain cooperative working relationships with a variety of constituencies, including faculty, administrators, staff, students, and vendors.
Ability to maintain a positive attitude and contribute both as an individual and a team member to achieve the goals of the department.
Good attendance.
High school diploma or equivalent experience
Experience coordinating stockroom or warehouse operations, including purchasing, inventory control, data entry in inventory systems, and customer service in a facilities or similar environment.
Required to hold a valid drivers license, have a driving record that is in accordance with local policies/procedures, and/or enroll in the California Employer Pull Notice Program.

Nice To Haves

Knowledge of facilities job number system.
Knowledge of parts used by building and maintenance trades staff.
Skill to drive manual transmission forklift.

Responsibilities

Responsible for the maintenance and coordination of all activities and procedures in Shop Stores.
Responsible for purchasing over $2.5 million worth of material and maintaining stock inventory for sale to crafts in Facilities Management.
Serves as back-up Buyer for low value purchasing as needed.
Prepares purchase requisitions to order material for stock, maintains the Shop Store electronic inventory system, receives and inspects goods, issues material, recharges customers, and maintains the Facilities Management equipment inventory worth millions of dollars.