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.
- For all purchase requests, independently analyze order information and exercise purchasing skills to (1) determine vendor selection (2) negotiate best terms for price, quality, availability, warranties, return policies, and delivery (3) solicit quotations from multiple suppliers and perform comparisons when appropriate. Place orders in a timely manner to assure prompt delivery of needed supplies and services. As a seasoned and experienced professional, review a high volume of orders to verify correct FAU (full accounting unit) and identify a wide range of complex and unique issues that require special handling such as fabrications , radioactive chemicals, controlled substances, hardware/software that transmit data, and items that qualify for a partial sales tax and use tax exemption. For business contracts, blankets, and orders that exceed $5,000, prepare purchase requisitions for submission to Central Purchasing.
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45 |
Regularly communicates with the organization's customers, reduces risk to the University by ensuring departmental compliance with procurement policy, works in conjunction with end-users to develop specifications for RFQs, assists in implementation of organizational or systemwide agreements, manages demand against agreements, makes recommendations regarding new supply sources; champions use of a diverse supply base, as appropriate.
- As the purchasing specialist in the department, provide expert advice on various UC and Campus Agreements and provide guidance to requestors regarding the appropriate sources and procedures for obtaining different goods and services such as directing them on how to order through UCR Receiving Services, eBuy, or web recharge for campus services. Identify products/services that require review by other campus departments such as PD&C or ITS and obtain pre-approvals before submitting to Central Purchasing. Work with building inspectors, architects, and facilities supervisors in various trades including electrical, plumbing, HVAC, day crew, etc. to make purchases of equipment or over-sized items that require building permits. Provide excellent customer service by initiating and following up on communication between requestors, Campus Purchasing, Accounting, and vendors, keeping requestors informed about delays, back orders, or other problems with orders, providing technical support in eBuy such as applying percentages to multiple FAUs, and helping them resolve issues such as incomplete shipments, price variances, cancellations, etc. Coordinate with Department Receiver on deliveries and installation of equipment and services as well as RMAs and shipping returns. Ensure adequate coverage in receiving area at all times and oversee the student workers.
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20 |
Interprets and applies University policies and procedures.
- Utilize broad knowledge of University policies and guidelines to advise faculty, researchers, and staff on rules and constraints in procurement such as purchasing furniture, hiring an independent contractor, providing source selections justifications on items over $10K on federal funds, etc. Exercise excellent judgement to interpret policies and terms & conditions that limit risk to the University while determining the best methodology for acquiring goods and services.
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10 |
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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.
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10 |
Develops advanced spreadsheets and other documentation to support analysis.
- Responsible for identifying the need and obtaining proper documentation for all transactions, including important back up information, vendor compliance paperwork, certificate of insurance, Business Information Form, etc.
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5 |
Participates in professional development and training.
- Keep current on changes in University policies and procedures and disseminate updates as necessary to ensure departmental compliance.
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5 |
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As the Department's Procurement Card Holder, responsible for preventing unallowable expenses on the Procard, obtaining special approval before using it on restricted items, and submitting source documentation (receipts, credit memos, etc.) to the Departmental Card Administrator as soon as transactions are complete.
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5 |
