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You are here: The Job Explorer > Job Description > Business and Finance > Procurement Assistant Responsibilities

Procurement Assistant Duties

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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.


Receives purchases and check requests from throughout the facility, checks for accuracy, and forwards to university procurement office.

Maintains contact with vendors regarding orders and merchandise, new products, market conditions, and trends; coordinates purchasing from on-site vendors not associated with university procurement operations.

Receives, inspects, and distributes merchandise to appropriate individuals; files damage claims with freight companies or vendors.

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 purchase prices.

Coordinates expenditure records with university accounts payable in order to assure prompt and accurate payment to on-site vendors.

Performs related work as required.


Graduation from a standard high school (GED).

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.



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