Job Description

Classification Title:

Purchasing Assistant

Classification Minimum 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.

Job Description:

Lead the receipt and distribution of goods

• Organize the loading and unloading of supplies and equipment to receiving areas
• Lead the receiving and checking-in of materials delivered to multiple departmental areas
• Review and approve receiving documentation for completeness and accuracy; Ensure items match purchase orders.
• Process newly issued purchase orders and prepare for distribution to multiple departmental areas. 

Assist with facilities-related purchasing functions for department

• Assist in the procurement of materials, supplies, and services for facilities-related work across the department
• Review and approve supply requests into internal department purchasing system, ensuring accuracy of financial information
• Prepare requisition carts, as directed
• Assist with identifying and taking appropriate actions on outstanding purchase orders including but not limited to delivery of items, delivery requirements, fulfillment of proper items to desired specifications, and assistance in sourcing items
• Establish and maintain relationships with vendor representatives for the purpose of obtaining competitive price quotes, following up on outstanding orders and deliveries
• Assist in the solicitation of competitive price quotes and required order information to maintain timely processing of orders
• Maintain current vendor and product files

Serves as the Carpentry Shop liaison

• Assists in the coordination of ordering and stocking of materials
• Maintain accurate records of historical purchases, issues with orders, and vendor issues by submitting documentation and ensuring proper filing for future reference
• Evaluate usage of materials to assist with forecasting future needs and making purchasing recommendations to ensure continuity of services
• Actively communicate with departmental staff on the status of outstanding orders, delays, delivery of materials and equipment and trends in material usage
• Interpret and ensure compliance with departmental and University policies, guidelines, and other relevant regulations
• Assist with the implementation of policies and procedures related to departmental purchasing functions

Develop reports, handle special projects, tasks, and other duties as assigned

• Serve on Division of Student Life or University of Florida committees as needed
• Operate state vehicles 

Expected Salary:

$18.00 Hourly

Required Qualifications:

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.

Preferred:

EDUCATION & EXPERIENCE:

• Experience and knowledge of commercial receiving operations and procedures
• Experience using forklift, pallet jacks, and hand dollies for unloading and moving materials and supplies
• Knowledge of record keeping procedures
• General experience purchasing goods and services in an institution of commercial organization
• Familiarity of UF Finance and Accounting processes and procedures, invoicing, and UF Procurement policies and procedures
• Familiarity of UF MarketPlace, specifically as it relates to generating requisitions.

SKILLS:

• 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

ABILITIES:

• Ability to research services, supplies, equipment, and pricing on the internet
• Ability to plan, organize, and coordinate work assignments
• Ability to work independently
• Ability to remain discreet and respect the privacy of residents, tenants, and/or guests.
• 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

Special Instructions to Applicants:

Application must be submitted by 11:55 p.m. (ET) of the posting end date.

Health Assessment Required:Yes

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