Procurement Officer Assistant - Facilities & Services - 1032148 - 6689

Procurement Officer Assistant - Facilities & Services

To process and monitor the procurement of material and services for Facilities and Services. Provide follow-up for units within the Facilities and Services department. Perform additional procurement duties which include vendor maintenance, issue resolution, record keeping, report creation and tracking.

Duties & Responsibilities

Enter and process purchase requests for material, supplies and services placed by Building Maintenance Grounds (BMG) personnel, which involves submitting both regular and standing purchase order requisitions, contract requests for executing contracts, in the University eProcurement (iBuy) contracting system, reviewing quotes, contract terms and conditions, applying proper account coding, such as CFOAP, commodity, Banner and Property Accounting account codes to purchase requisitions in the University and F&S Systems. Assign and distribute Property Accounting tags (P-Tags), to necessary departments.

Resolve purchase order and invoicing issues by reviewing invoices, purchase orders, communicating with requestors (BMG personnel), vendors, F&S procurement staff, University Purchasing and Contracts Management Office (PCMO) and University payables.

Draft procurement correspondence for review and approval. (Small Purchase Waiver, Rush Letters, Non-Conforming Letter)

Process purchase order change orders in accordance with University and F&S policy. Update information accordingly in F&S systems.

Resolve any outstanding orders from AiM Obligation report and queries of purchase orders that will not auto close, in spend close status, and FSSQL Job Tracking reports (AiM Contractor & Vendor Catalog update).

Register and update vendor information in Banner, the F&S web portal which involves communication with vendors and University Vendor Maintenance.

Create ad hoc reports, input data, report and track information where prescribed.

Facilitate approval to pay service contract invoices and submission to UPAY for approval.

Other duties as assigned.

Additional Physical Demands

A. Physical Requirements - Tasks range from sedentary to light lifting, squatting, and stretching.

B. Work Environment - Work is performed in an office setting adjacent to the warehouse.

Minimum Qualifications

1. Any one or any combination of the following, totaling six (6) months from the categories below:
• A. Responsible work experience in fields that provide preparation for procurement work such as claim resolution, expediting, returned goods, and/or resolving billings.
• B. 30 semester hours of college credit for course work in any field equals six (6) months.
• NOTE: Possession of a current Certified Professional Public Buyer (CPPB) or Certified Public Procurement Officer (CPPO) from The Universal Public Purchasing Certification Council (UPPCC), or a current Accredited Purchasing Practitioner (APP) certificate, Certified Purchasing Manager (CPM) or Certified Professional in Supply Management (CPSM) from the Institute for Supply Management (ISM) or equivalent certifications satisfy the above requirements.
2. Knowledge, Skills and Abilities
• Skill in executing proper telephone etiquette.
• Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
• Basic knowledge of arithmetic and its application.
• Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, spreadsheets, designing forms, and other office procedures and terminology.
• Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
• Analytical skill; job requires analyzing information and using logic to address work-related issues and problems. Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems.
• Attention to detail and accuracy is required. Ability to work independently and effectively. Ability to identify problems, reconcile transactions and resolve issues.
• Ability to perform detailed work involving written and numerical data.
• Ability to organize work patterns and establish priorities.
• Ability to take initiative, a willingness to take on responsibilities and challenges. Ability to work with others and skill in effective communication.
• Ability to operate & knowledge of standard software systems, including Windows, Microsoft Office Products.
• Advanced Knowledge:
• Working knowledge of F&S and U of I forms such as various Banner forms, iBuy, F&S web portal, & Aim.
• Working knowledge of the Banner Financial system and the forms generally used relate