Purchasing Specialist

University of Florida•Gainesville, FL

2d•$45,000 - $52,000

About The Position

Responsible for managing the purchasing of commodities by processing purchase orders and auditing invoices. This includes entering department requisition orders into MyUFL Marketplace, including managing the purchasing and purchase order process within approved established dollar limits and guidelines. Confers with college or department personnel to determine their needs and budgetary requirements to purchase materials, supplies, and equipment. Interprets, explains and applies complex policies and procedures. Researches, identifies, evaluates, supports, and resolves discrepancies. Advises and provides assistance to faculty, staff, administrators, and outside venders and agencies. Manages, receives, and unloads supplies/packages ordered on behalf of the department. This includes managing overall department administrative inventory. Inspects condition of items, sorts and verifies items against orders, and completes receipt documentation and resolves discrepancies. Is responsible for maintaining databases and records of items received. Advises and provides coordination assistance to lab personnel for package pickup/delivery and to finance for database management purchase order closeout, and serves as a Level 1 processor within myUFMarketplace. Assists with administration of departmental and project activities. Review & process both FedEx shipment label requests and unassigned ACS invoices. This includes confirming accounting payments with faculty or lab personnel prior to payment. Processes SOP’s and implements process improvement activities, as needed. Any other duties, as needed, to fulfill the mission of the Department.

Requirements

A bachelor’s degree in an appropriate area of specialization and three years of appropriate experience; or a high school diploma and seven years of appropriate experience. Appropriate college coursework or vocational/technical training may substitute at an equivalent rate for the required experience.
Must be capable of dealing with periodic cyclical workload pressures and levels of responsibility.
Required to make independent judgments without supervision.
Must be able to make generalizations, evaluations, or decisions based on sensory or judgmental criteria.
Must have the adaptability to perform a variety of duties, often changing from one task to another of a different nature without loss of efficiency or composure.
Requires the ability to work with people beyond giving and receiving instructions.
Demonstrated ability to develop and maintain a productive and positive atmosphere of teamwork among the members of a program department staff.
Able to work with people from diverse ethnic, cultural, socioeconomic and sexual preference backgrounds.
Must possess good interpersonal skills with faculty and staff.
There is a high degree of internal and external business contact.
Communication with prospective students, current students, staff, faculty, course directors and program directors. These are frequently complex communications for purpose of providing detailed program information and for troubleshooting and resolving complex problems.
Communication with internal business contacts, such department administrative team and academic faculty occurs on an almost daily basis.

Nice To Haves

Experience in Purchasing, inventory management, scheduling, and customer service.
Proven ability to communicate effectively, both verbally and in writing.

Responsibilities

Managing the purchasing of commodities by processing purchase orders and auditing invoices.
Entering department requisition orders into MyUFL Marketplace, including managing the purchasing and purchase order process within approved established dollar limits and guidelines.
Conferring with college or department personnel to determine their needs and budgetary requirements to purchase materials, supplies, and equipment.
Interpreting, explaining and applying complex policies and procedures.
Researching, identifying, evaluating, supporting, and resolving discrepancies.
Advising and providing assistance to faculty, staff, administrators, and outside venders and agencies.
Managing, receiving, and unloading supplies/packages ordered on behalf of the department. This includes managing overall department administrative inventory.
Inspecting condition of items, sorts and verifies items against orders, and completes receipt documentation and resolves discrepancies.
Maintaining databases and records of items received.
Advising and providing coordination assistance to lab personnel for package pickup/delivery and to finance for database management purchase order closeout, and serves as a Level 1 processor within myUFMarketplace.
Assisting with administration of departmental and project activities.
Reviewing & processing both FedEx shipment label requests and unassigned ACS invoices. This includes confirming accounting payments with faculty or lab personnel prior to payment.
Processing SOP’s and implements process improvement activities, as needed.
Any other duties, as needed, to fulfill the mission of the Department.