General Information
| Job Description | PROCUREMENT ANL 2 | Working Title | Procurement Analyst 2 |
|---|---|---|---|
| Job Code | 007740 | Grade | 19 |
| Department Name | Botany and Plant Sciences - D01047 | Department Head | April Meinzer |
| Supervisor | Maria Sedillo | Effective Date | 03/20/2023 |
Position(s) Directly Supervised
| Job Code | Title | FTE |
|---|
Generic Scope
| Professional who applies acquired job skills, policies, and procedures to complete substantive assignments/projects/tasks of moderate scope and complexity; exercises judgment within defined guidelines and practices to determine appropriate action. |
Custom Scope
| Uses professional purchasing skills and concepts to complete purchasing assignments of moderate complexity requiring the analysis and review of multiple procurement options. Has authority to make purchases within a moderate and pre-approved dollar limit. Exercises judgment within defined limits and practices to determine most effective methodology to acquire common goods and services. Works on problems of moderate scope where analysis of situations or data requires a review of a variety of factors. |
Department Custom Scope
| Manage all procurement functions, equipment repair and maintenance orders for a large research department and five smaller units ensuring compliance with appropriate business policies, guidelines and procedures. Conduct research to obtain best sources, from contract and non-contract vendors, ensuring best price, quality, availability, and delivery combination possible. Inform and educate members of the departments about purchasing resources and constraints. Coordinate approximately 7,000 purchasing transactions annually, maintaining accurate records and timely submissions to allow for prompt vendor payments. |
Education & Experience Requirements
Education Requirements
| Degree | Requirement |
|---|---|
| Bachelor's degree in related area and/or equivalent experience/training. | Required |
Experience Requirements
| Experience | Requirement |
|---|---|
| 2 - 4 years of related experience. | Required |
| Experience working with diverse clientele in a higher education institution. | Preferred |
| Experience in research and laboratory-based operations, with comprehensive understanding of complex mandates governing the procurement of controlled substances and other hazardous chemicals and materials. | Preferred |
| Experience in using UC online systems. | Preferred |
License Requirements
Certification Requirements
| Certification | Requirement |
|---|
Educational Condition Requirements
| Condition | Requirement |
|---|
Key Responsibilities
| Description | % Time |
|---|---|
Drafts and executes purchase orders, utilizing standard terms and conditions for materials, supplies, equipment, and services. Drafts Request for Quotations (RFQs) including specifications and terms and conditions.
|
30 |
Regularly communicates with organization's customers, reduces risk to the University by ensuring departmental compliance with procurement policy, and works in conjunction with end-users to develop specifications for RFQs.
|
10 |
| Review and reconcile purchase orders that have posted to UCRFS and review encumbrance balance report to reconcile open encumbrances for release and appropriateness through UCRFS or eBuy. In conjunction with accounting assistant, serve as liaison, with Accounts Payable. Take lead on researching issues on large dollar items. | 10 |
| Dept Equipment Manager; Manage the tagging, selling, loaning, transferring, and disposing of the department's equipment items including donated and fabricated units. As part of the annual inventory check, ensure the accuracy and completeness of equipment records in the Asset Management System; maintain accurate count, location, ownership and usage status of the department's equipment inventory list by updating the AMS as changes occur. Keep faculty and researchers informed about the rules involving the disposition of any equipment or unwanted items. | 10 |
| Develops spreadsheets and other documentation to support analysis. | 5 |
| Negotiates with suppliers for lower prices and better terms and helps resolve supplier performance issues. | 5 |
Interprets and applies basic University policies and procedures.
|
5 |
| Performs cost analyses and reviews terms and conditions for appropriateness. Makes awards based on cost and specification requirements. | 5 |
| Under general supervision, provides analysis of moderate purchasing projects. | 5 |
| Acquires and maintains a basic technical understanding of commonly purchased products. | 5 |
| Participates in professional development and training. | 5 |
| Maintain a complete and accurate desk reference manual (i.e. departmental Quick Reference Guides). | 5 |
Knowledge, Skills & Abilities
| Knowledge/Skill/Ability | Requirement |
|---|---|
| Working level of proficiency in the use of standard spreadsheet and word processing software. | Required |
| Some knowledge of the organization's departments and operations required in order to meet their procurement needs. | Required |
| Ability to communicate effectively in writing and verbally. | Required |
| Analytical skills necessary to evaluate the quality and cost effectiveness of purchasing options. | Required |
| Ability to read and interpret terms and conditions of basic contracts. | Required |
| Ability to research and analyze information to formulate and implement solutions to problems. | Required |
| Understands ERP/financial systems (such as Oracle, PeopleSoft, SAP, Banner, etc.). | Preferred |
| Demonstrated knowledge of UC Purchasing policies and procedures. | Preferred |
| Demonstrated knowledge of equipment inventory procedures. | Preferred |
Special Requirements & Conditions
| Special Condition | Requirement |
|---|
Other Special Requirements & Conditions
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Level of Supervision Received
| Supervision |
Environment
Working Environment
| Campus |
Other Requirements
Items Used
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Physical Requirements
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Mental Requirements
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Environmental Requirements
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Critical Position
| Is Critical Position: Yes |