Classification Title:

Purchasing Specialist

Job Description:

Responsible for facilities-related purchasing functions for department

Lead efforts for the procurement of materials, supplies, and services for facilities-related work across the department Review and submit requisitions into UF MarketPlace, ensuring accuracy of financial information Create, review, and approve supply requests in internal departmental purchasing system Review and maintain pending purchase orders; follow-up as needed Lead the process for solicitation of quotes from vendors Communicate, collaborate, and provide information to departmental unit personnel regarding status of purchases and future projected needs Develop specifications for procuring obsolete or hard to find items Analyze product usage, project future needs, and make recommendations to improve purchasing operations and services provided Assess and evaluate new products, replacements products for items being discontinued, and future needs assessments Interpret and ensure compliance with departmental and University policies, guidelines, and other relevant regulations Develop and implement policies and procedures related to departmental purchasing functions; plan and adjust purchasing operation and functions Facilitate the return for credit or replacement of commodities that are defective or not needed. Serve as a liaison with UF Procurement, as needed Serve as a backup for procurement of non-facilities related services and goods

Responsible for vendor relationship management and procurement coordination

Establish and maintain relationships with vendor representatives for the purpose of obtaining competitive price quotes, following up on outstanding orders and deliveries Assist in the solicitation of competitive price quotes and required order information to maintain timely processing of orders Maintain current vendor and product files Coordinate with vendors to maintain and update their supplier information within the University’s Procurement Systems Coordinate with vendor to maintain current insurance certificates on file to facilitate purchasing processes 

Assist with the receipt and distribution of goods

Assist with the loading and unloading of supplies and equipment to receiving areas Assist in the receiving and checking-in of materials delivered to multiple departmental areas. Review and approve receiving documentation for completeness and accuracy; Ensure items match purchase orders. Process newly issued purchase orders and prepare for distribution to multiple departmental areas. 

Develop reports, handle special projects, tasks, and other duties as assigned

Serve on Division of Student Life or University of Florida committees as needed Operate state vehicles  Expected Salary:

$45,000 Annually

In addition, the University of Florida offers a very competitive benefits package. Learn more by visiting: https://hr.ufl.edu/benefits/

Minimum Requirements:

A bachelor’s degree in an appropriate area of specialization and three years of appropriate experience; or a high school diploma and seven years of appropriate experience. Appropriate college coursework or vocational/technical training may substitute at an equivalent rate for the required experience.

Preferred Qualifications:

EDUCATION & EXPERIENCE

Bachelor’s degree in business administration, finance, or related field Four years of experience in procurement preferred Purchasing goods and services in an institution of commercial organization Knowledge of UF Finance and Accounting processes and procedures, invoicing, and UF Procurement policies and procedures Knowledge of UF MarketPlace, specifically as it relates to generating requisitions. Knowledge of building materials and supplies (including but not limited to plumbing, electrical, HVAC, general hardware), data and communication supplies Knowledge and understanding of all aspects of a stores/receiving operation

SKILLS

Demonstrated proficiency with computers and basic software applications (e.g. work order management systems, Microsoft Office) Demonstrated ability to communicate with various levels of staff and interpersonal skills Demonstrated attention to detail, professionalism, dependability, and timeliness

ABILITIES

Ability to remain discreet and respect the privacy of residents, tenants, and/or guests. Demonstrated ability to function effectively in a fast-paced environment with frequent interruptions Demonstrated ability to handle multiple projects or tasks simultaneously Demonstrated ability to understand, interpret, and apply rules, regulations, policies, and procedures Demonstrated ability to work as part of a team in a multi-faceted environment Special Instructions to Applicants: In order to be considered, applicants must upload a cover letter, résumé, and professional references. Application must be submitted by 11:55 p.m. (ET) of the posting end date. Previous candidates are still being considered and need not reapply Health Assessment Required:  No