Purchasing Assistant
About The Position
This position is responsible for daily purchasing duties, including receiving, researching, processing, and fulfilling new order inquiries and requests. The role involves investigating and reconciling outstanding orders, employing proactive cost-savings initiatives, and communicating with internal and external contacts. The Purchasing Assistant will use online and customized software applications, adhere to University and State buying policies, protocols, and regulations, and provide exceptional customer service. Additionally, the role includes long-range and situational duties such as establishing and managing maintenance contracts, liaising with suppliers, supporting customers in procurement systems, finding alternatives for commodities, collaborating with fiscal teams, assisting with budgetary quotes, auditing buying patterns, interpreting policies, resolving discrepancies, and completing training requirements. Analytical and reporting duties involve yearly Purchase Order reviews, analysis of purchasing and departmental spending trends, and annual audit requirements. The position may require operating a state vehicle over limited distances. Other duties as assigned.
Requirements
- High school diploma or equivalent
- One year of appropriate experience
- Appropriate college course work or vocational/technical training may substitute at an equivalent rate for the required experience
- A valid Driver's License is required
Nice To Haves
- Proven excellence and experience in procurement
- Proven excellence in customer service
- Knowledge of accounting principles and their applications
- Knowledge of medical and scientific products and their applications
- Knowledge of State, UF, and College regulations, policies, and procedures
- Strong internal initiative, problem-solving, and interpersonal skills
- Good public relations skills
- Ability to communicate effectively and courteously, both written and verbally, and work with the public tactfully and courteously
- Ability to plan, organize, and coordinate work assignments
- Ability to use MS Office and fiscal-based applications
Responsibilities
- Receive, research, process, and fulfill new order inquiries and requests
- Investigate and reconcile outstanding orders
- Employ proactive cost-savings initiatives
- Communicate, coordinate, and cooperate with internal and external contacts
- Use online and customized software applications
- Follow University and State buying policies, protocols, and regulations
- Provide exceptional customer service
- Establish and manage maintenance contracts
- Liaise with suppliers and representatives
- Support customers in their use of procurement systems
- Find alternatives for regularly stocked commodities
- Collaborate with CVM fiscal teams
- Assist with budgetary quotes
- Audit buying patterns for efficiency and effectiveness
- Interpret, explain, and apply complex policies and procedures
- Research, identify, evaluate, support, and resolve discrepancies
- Complete training requirements
- Yearly Purchase Order reviews and recommendations for new Purchase Orders
- Analyze purchasing trends
- Address annual audit requirements
- Analyze departmental spending trends
- Operate a state vehicle over limited distances
- Perform other duties as assigned
Stand Out From the Crowd
Upload your resume and get instant feedback on how well it matches this job.
What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
