Procurement Technician

JOB PURPOSE:

Purchases materials, equipment, supplies and services in accordance with prescribed purchasing regulations and procedures. Reviews and analyzes purchase requisitions, issues purchase orders, investigating and developing sources of supplies, prepares routine bid specifications, issues bid requests, reviews quotations, interprets purchasing procedures to departments and vendors, acting as a liaison between user departments and vendors.

This position description indicates in general the nature and levels of work, knowledge, skills, and abilities. It is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities required or assigned to this position.

JOB DUTIES & RESPONSIBILITIES:

• Maintains vendor lists and shipping location lists; interviews vendors for product information.
• Establishes and maintains an effective filing and retrieval system for contracts, correspondences and vendor files.
• Maintains all appropriate documentation related to the procurement of goods and services; assists accounts payable as requested.
• Examines departmental purchase requisitions for completeness and accuracy of provided information necessary for the buying procedure.
• Coordinates with internal and external customers to identify needs and refine specifications.
• Secures bids on requisitions or processes them for purchase; prepares bid invitations and recommends approval of bids most advantageous to the University.
• Confers with departments with respect to questionable items on the requisition and interprets purchasing procedures to departments.
• Seeks new sources of supplies for materials and equipment and secures terms favorable to the university.
• Maintains catalog library on special commodity items.
• Maintains records of supplies, amounts ordered, and received, and actual sales records on items and vendors.
• Develops and refines specifications for requested commodities, supplies or equipment working with request­ing department to identify needs.
• Develop new sources of supplies, secures favorable terms for the University, and updates records and files; secures samples, descrip­tions, photos or information for departments.
  • Develops and maintains a purchasing policies and procedures manual.
• Enters, edits and posts procurement data to appropriate ledgers, using computerized procurement system.

• Provides summary reports and recommendations on procurement and supply.
• Performs other duties as assigned.

SUPERVISION RESPONSIBILITIES:

• N/A

MINIMUM QUALIFICATIONS/REQUIREMENTS:

• Associates Degree in Accounting, Business Management or related field.
• Two years purchasing experience.
• Bachelor's Degree preferred.
• Valid state driver's license.
• Must be able to pass background check, with NO prior convictions of any felonies.

The Navajo Nation Preference in Employment Act applies to all hiring, promotions or transfers of individuals into this position.

KNOWLEDGE, SKILL AND ABILITY REQUIREMENTS:

• Knowledge of accounting and purchasing policies and procedures.
• Knowledge of automated purchase order and payable systems.
• Knowledge of fundamental warehouse or procurement procedures.
• Knowledge of business English, proper spelling, grammar, and punctuation, and basic arithmetic.
• Skill in operating various word-processing, spreadsheets, and database software programs in a Windows environment, specifically Word, Excel, Access and PowerPoint.
• Ability to maintain confidentiality.
• Ability to work independently and meet strict time lines.
• Ability to make solid decisions and exercise independent judgment.
• Ability to interpret applicable federal, state, county and local laws, regulations, and requirements.
• Ability to prepare routine administrative paperwork.
• Ability to analyze and solve problems.
• Ability to meet strict time lines.
• Ability to establish and maintain professional relationships with individuals of varying social and cultural backgrounds and with co-workers at all levels.
• Ability to communicate effectively in the Navajo and English language.
• Ability to work as a team member in a structured working environment.

PHYSICAL DEMANDS:

• While performing the duties of this job, the employee may be required to sit for prolonged periods, walk and stand.
• Use hands for dexterity of motion, repetitive movement of both hands.
• Have normal auditory, visual acuity, and verbal communications skills.
• The employee must occasionally lift and/or move up to 15 pounds.

WORK ENVIRONMENT

• Work is generally performed in office setting.
• Tight time constraints and multiple demands are common.
• Evening and/or weekend work may be required. Extended hours and irregular shifts may be required.