Bloomington Support Staff Job Specs
Job Title and Grade: Purchasing Representative / SSOF
Job Code: 002276
This is clerical and administrative work performing a variety of moderately complex tasks related to the purchasing process of goods and services for the department.
Characteristic Duties and Responsibilities
Prepares purchase orders for all goods and services used by department; enters purchase order into computer system; monitors department accounts so they have sufficient funds for purchase; and tracks orders to ensure prompt and accurate delivery.
Instructs other department personnel in policies and procedures for obtaining goods and services; examines purchase orders prepared by other personnel for accuracy and completeness.
Serves as liaison between department and outside vendors, answering questions and resolving any problems that arise relative to orders.
Prepares quotations for department on goods and services by obtaining prices; verifies availability; recommends vendor.
Monitors returns process; determines reason for return; obtains authorization from vendor; verifies product received by vendor and credit issued.
Audits invoices for accuracy and authorizes payment to vendors.
Oversees purchase of office supplies.
Maintains database of vendors, equipment availability and specifications, and any other necessary information.
Manages any department bank accounts including special fund accounts and seed money accounts.
Oversees any receipts received by department, i.e. money received for salvage or visitor parking charges; reconciles balances and prepares deposits.
Knowledge, Skills, and Abilities
Knowledge of computer and word processing/database/spreadsheet software.
Knowledge of purchasing policies and procedures.
Knowledge of accounting and bookkeeping procedures.
Good oral and written communications skills.
Ability to work and make decisions without intense supervision.
Education: High school diploma or GED.
Experience: Two years of purchasing experience.
The intent of this job specification is to provide a representative summary of the types of duties and responsibilities that will be required of positions given this title and shall not be construed as a declaration of the specific duties and responsibilities of any particular position. Employees may be requested to perform job-related tasks other than those specifically presented in this specification.