JOB DESCRIPTION - Procurement Assistant

	The University of Texas - Houston Health Science Center
	JOB DESCRIPTION
	Procurement Assistant

Job Number: 9630

Job Title: Procurement Assistant

Date Created: 8/90

FLSA Status: Non-Exempt

SUMMARY

Purpose.......... Assists buyers in routine clerical aspects of purchasing and performing limited buying functions as required.

ESSENTIAL FUNCTIONS

Required......... Essential functions of the job include, but are not limited to:
1. Provides responsible clerical support to assist buyers in the buying function, which includes processing purchase requisitions.

2. Solicits telephone quotations and drafts purchase orders on routine purchases. Drafts action sheets and writes bid tabs.

3. Interacts frequently with vendors to obtain prices and availability of merchandise. Obtains information from departments and advises them when requested products have been discontinued or substituted.

4. Maintains departmental library, files, vendor lists and performance files and various tables.

5. Participates in training in TTY to ensure ability to have computer interface with vendors.

DUTIES

Typical........... This position functions within the HSC-General's Department of Support Services, Purchasing. The Purchasing Department is organized into three professional staff groups based upon commodity classifications. These three groups process purchase requests and issue purchase orders. One of the groups is supervised by the Assistant Purchasing Agent, the remaining two by Senior Buyers. All three group supervisors report directly to the Assistant Director Purchasing, who in turn reports to the Director, Purchasing.
The Procurement Assistant reports to the Senior Buyer, along with Buyer III's, Senior Procurement Officers and Procurement Officers.

One of the three major commodity groups comprises all medical-related equipment and supplies, drugs, computer equipment and supplies and office furniture. The second group comprises most dental laboratory supplies and equipment, office and laboratory equipment and supplies, chemicals and repairs and services agreements. The third group comprises all physical plant and major institutional building maintenance contracts, animals, printing supplies and equipment and bio-chemicals.

The incumbent is responsible for providing assistance to the technical procurement personnel, which includes processing purchase requisitions, as required, on routine purchases. Maintains and updates vendor lists and performance file. Solicits telephone quotations and drafts purchase orders on routine purchases. Assists in handling vendor and department inquiries. Drafts action sheets and writes bid tabs. Scans work for incoming requisitions and performs photocopying and specialty filing. Transmits routine form letters and maintains departmental library. Incumbent also maintains working knowledge of TTY (telecommunication interface with vendors) for computer interface with vendors.

The Procurement Assistant is responsible for maintaining the Master Purchase Order documentation file which includes separation, distribution, and filing of PO's and Bid Documents. Incumbent performs the following TUFIMS responsibilities: maintenance of Commodity Code MTI table, adding and changing capabilities as directed; and data entry of Responses to Invitation to Bid Documents. Incumbent also performs special projects as assigned by the Director, Assistant Director, or Senior Buyer.

The incumbent has frequent contact with vendors to obtain prices and availability of merchandise as well as with departments. Incumbent obtains additional information from the departments if necessary and advises them when requested products have been discontinued or substituted.

Incumbent receives assignments from the Senior Buyer or from Buyers in the group. The incumbent makes decisions following the guidelines of departmental rules. Incumbent refers any problems with orders to the Buyer of the order and any problems with workload to the Senior Buyer.

The continuing challenges of this position include timely follow through on telephone bids, ability to evaluate various bids with regards to alternates; and convincing the vendors of the need to provide prices and availability in a timely manner.

May perform other duties as assigned.

SUPERVISION

Received.......... Works under supervision from the Sr. Buyer. Most work is reviewed by the supervisor on a regular basis.

EDUCATION

Required.......... High School graduation or GED equivalency

EXPERIENCE

Required.......... Three years experience in a general business environment.

Preferred.......... It is preferred that the incumbent have at least one year in a purchasing environment.

EQUIPMENT

Required.......... Use of electronic terminals and standard office equipment. Performs data entry.

WORKING CONDITIONS

Usual............ Typical office environment.

PHYSICAL/COGNITIVE REQUIREMENTS

Usual............ In exercising these functions the incumbent must be able to exert up to 50 lbs. of force occasionally, and/or up to 20 lbs. of force frequently, and/or up to 10 lbs. of force constantly to move objects.

OTHER

The above statements are intended to describe the general nature and level of work performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified. Management retains the discretion to add to or change the duties of the position at any time.

Job Number:	9630
Job Title:	Procurement Assistant
Date Created:	8/90
FLSA Status:	Non-Exempt

SUMMARY
Purpose..........	Assists buyers in routine clerical aspects of purchasing and performing limited buying functions as required.

SUPERVISION
Received..........	Works under supervision from the Sr. Buyer. Most work is reviewed by the supervisor on a regular basis.

EDUCATION
Required..........	High School graduation or GED equivalency

EXPERIENCE
Required..........	Three years experience in a general business environment.
Preferred..........	It is preferred that the incumbent have at least one year in a purchasing environment.

EQUIPMENT
Required..........	Use of electronic terminals and standard office equipment. Performs data entry.

WORKING CONDITIONS
Usual............	Typical office environment.

PHYSICAL/COGNITIVE REQUIREMENTS
Usual............	In exercising these functions the incumbent must be able to exert up to 50 lbs. of force occasionally, and/or up to 20 lbs. of force frequently, and/or up to 10 lbs. of force constantly to move objects.

OTHER
	The above statements are intended to describe the general nature and level of work performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified. Management retains the discretion to add to or change the duties of the position at any time.