POSITION IDENTIFICATION
TITLE Procurement Technician
CLASSIFICATION NUMBER 4810
GRADE 13
CLASSIFICATION Nonexempt
IMMEDIATE SUPERVISOR Director of Procurement Services
MAJOR ADMINISTRATOR Chief Financial Officer (CFO)
GENERAL FUNCTION
The Procurement Technician performs varied and moderately complex clerical work involving the application of University policies and procedures governing the procurement of materials, supplies, services and equipment. The Procurement Technician prepares purchasing documents for the payment of goods and services by Accounts Payable, maintains the active and inactive filing and record system of purchasing documents and related materials, and resolves vendor and department issues regarding purchase orders. The Procurement Technician enters purchase orders into Banner, ensures that contract renewals are processed on a timely basis, and assists the Director of Procurement Services with the Board of Governors’ report and other procurement activities as assigned.
MINIMUM ACCEPTABLE QUALIFICATIONS
Education: A high school diploma or the equivalent plus specialized training beyond high school in office and business procedures or a combination of education and experience equal to 4 on the Job Family 1 Knowledge Equivalencies Chart is required.
Experience: With a high school diploma or the equivalent and specialized training beyond high school, at least two years of procurement or accounting experience is required. Experience with Ellucian’s Banner system or a similar platform is preferred.
Skills: Keyboarding ability is required. The ability to use personal computers and computer applications is required. The ability to operate a ten-key calculator, maintain complex filing systems and records, and make mathematical calculations is required. The ability to develop knowledge of, respect for, and skills to engage with those of other cultures or backgrounds is required.
Effort: Procurement Technician positions are primarily sedentary and require keyboarding on a regular basis.
ESSENTIAL DUTIES AND RESPONSIBILITIES
1. Performs varied and moderately complex clerical work in the application of University policies and procedures governing the procurement of materials, supplies, services, and equipment by receiving and verifying purchase requisitions and accompanying specifications for completeness and accuracy, preparing purchase orders, and distributing the various purchasing documents to the appropriate department, vendor, or agency.
2. Expedites purchase orders by verifying with the vendor the status of the delivery of goods ordered and purchased by the University and recording the information received on the purchase order.
3. Prepares purchasing documents for payment of goods and services received by the University by performing the three-way match of the invoice, the shipping and receiving copy, and departmental approval copy, determining that the order is complete and ready for payment, forwarding the appropriate documents to Financial Services for payment, and entering pertinent information regarding the purchase order on the database to update the procurement system.
4. Resolves vendor and department problems regarding purchase orders by contacting the vendor and providing additional requested information, verifying the invoices for purchase orders, confirming delivery dates, correcting other discrepancies, verifying the status of purchase orders for departments, and assisting in identifying unknown shipments that are delivered to the Receiving Dock.
5. Provides requested information regarding vendors and/or purchases by performing routine research.
6. Reconciles monthly statements regarding outstanding invoices by checking the Banner accounting screen for payment, calling the vendor and requesting copies of invoices if needed, and forwarding the invoices to the specific department for payment.
7. Processes contract renewals for the Buyers and the Director of Procurement Services.
8. Assists the Director of Procurement Services with the Procurement Activity Report for the Board of Governors’ meetings.
9. Provides continuity of administration within the Office of Procurement Services by assisting other staff, as necessary, with the distribution of requisition requests, policy and procedures inquiries, and other related duties, processing requisitions or other related documents, and filling in for other clerical staff as needed.
10. Maintains the inactive filing and record system of purchasing documents and related materials by sorting those documents and materials by fiscal year and alphabetical sequence and placing them in an established filing system.
11. Contributes to a work environment that encourages knowledge of, respect for, and development of skills to engage with those of other cultures or backgrounds.
12. Contributes to the overall success of the Office of Procurement Services office by performing all other duties and responsibilities as assigned.
SUPERVISION
The Procurement Technician is supervised by the Director of Procurement Services.
OFFICE OF HUMAN RESOURCES
REVISED AUGUST 2018
