Procurement Assistant Duties
This is clerical and technical work involved in the volume
purchasing of equipment, materials, and supplies at sites remote
from the main campus.
Work involves initiating purchase requests and keeping track of
the stages through which each order is routed until receipt and
payment. Work also involves shipping and receiving
responsibilities for materials purchased including filing damage
claims and shipping out materials being returned for various
reasons. Work is usually performed under general supervision and
requires the use of independent judgment and initiative while
continuing to work within defined university procurement
policies and procedures.
DUTIES AND RESPONSIBILITIES
Receives purchases and check requests from throughout the
facility, checks for accuracy, and forwards to university
Maintains contact with vendors regarding orders and merchandise,
new products, market conditions, and trends; coordinates
purchasing from on-site vendors not associated with university
Receives, inspects, and distributes merchandise to appropriate
individuals; files damage claims with freight companies or
Identifies minority firms as possible suppliers.
Prepares periodic reports related to purchasing, inventory
control, and shipping and receiving within the local operation.
Conducts annual on-site inventory, prepares inventory listings
to include the location and status of all equipment.
Evaluates the quality and appropriateness of supplies and
equipment; conducts cost/quality comparisons prior to submitting
requests to procurement office.
Confers with officials from all facility units to determine
purchasing needs and specifications.
Obtains and updates information on open market and contract
Coordinates expenditure records with university accounts payable
in order to assure prompt and accurate payment to on-site
Performs related work as required.
EDUCATION AND EXPERIENCE
Graduation from a standard high school (GED).
KNOWLEDGE, SKILLS AND ABILITIES
Knowledge of purchasing methods and procedures as designated by
university procurement office.
Knowledge of record keeping methods and procedures applicable to
purchasing, as well as some
knowledge of the application of bookkeeping principles and
methods to the keeping of procurement records.
Knowledge of supplies and materials utilized in office,
technical, or maintenance operations.
Some knowledge of purchasing laws of the State of Georgia and
state and university purchasing rules and regulations.
Ability to establish and maintain effective working
relationships with institutional officials and vendors.