Purchasing Assistant

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:

Assist with student programming purchasing functions for department

• Facilitate procurement of goods and services for student programming across the department
• Create carts in UF MarketPlace to initiate purchasing of items
• Review purchasing requests in internal departmental purchasing system
• Review and maintain pending purchase orders; follows up as needed
• Responsible for communicating status updates or information on purchases to requestors

Lead the receipt and distribution of goods

• Lead the receiving and checking-in of goods delivered to the central receiving area
• Review and approves receiving documentation for completeness and accuracy; ensure items match purchase orders
• Prepare received orders for distribution to requestors; distribute as needed

Manages the Office Services photocopy area, mailroom, and office supply areas

• Manage and operate photocopy services for the department
• Support unit office by responding to walk-in requests, answering phones, and responding to email inquiries
• Responsible for ordering, tracking, and issuing all office supplies for the department
• Provide support for all mail functions and acts as liaison for University Mail Services, United States Post Office, and other special mail delivery services (e.g. UPS, FedEx); sort incoming mail/packages and deliver to appropriate area or individual; process outgoing mail
• Deliver departmental bank bag to Criser Hall daily.

Assist with processing receiving, delivery of items as well as maintaining inventory for all products purchased within area of responsibility

• Ensure orders received are complete and accurate following up with vendors as required
• Coordinate delivery of items as well as distribution to the various internal units after items are received
• Serve as back-up to fulfill inventory supply requests from current inventory of products as needed.
• Assist in the loading and unloading of supplies and equipment to the receiving areas
• Assist in maintaining inventory of materials and supplies for area of responsibility
• Assist with conducting physical inventories of supply warehouse and furniture shop operations.

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

• Perform administrative tasks as required such as filing, scanning, and faxing
• Operates state vehicles 

Expected Salary:

$18 - $19 per hour

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

• Familiarity with UF Finance and Accounting processes and procedures UF Procurement policies and procedures
• Knowledge of UF MarketPlace
• Experience with stores/receiving operation
• Experience with record keeping processes and procedures

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 remain discreet and respect the privacy of residents, tenants, and/or guests.
• Ability to work independently
• 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:

• In order to be considered, you must upload your cover letter, resume, and professional references.
• Application must be submitted by 11:55 p.m. (ET) of the posting end date.

• This position is eligible for Veteran’s preference. If you are claiming Veteran’s preference, please upload a copy of your DD 214 Member Copy 4 with your application for consideration. See our Veteran's Preference Pagefor more specific information.

Health Assessment Required:Yes