Purchasing Assistant

Apply now (https://secure.dc4.pageuppeople.com/apply/674/gateway/default.aspx?c=apply&lJobID=534296&lJobSourceTypeID=796&sLanguage=en-us) Job no: 534296

Work type: Staff Full-Time

Location: Main Campus (Gainesville, FL)

Categories: Business/Accounting/Finance, Office/Administrative/Fiscal Support

Department: 07700100 - HO-HOUSING OFFICE

Classification Title:

Purchasing Assistant

Job Description:

Assist with student programming purchasing functions for department

• Facilitate procurement of goods and services for student programming across the department

• Create carts in UF MarketPlace to initiate purchasing of items

• Review purchasing requests in internal departmental purchasing system

• Review and maintain pending purchase orders; follows up as needed

• Responsible for communicating status updates or information on purchases to requestors

Lead the receipt and distribution of goods

• Lead the receiving and checking-in of goods delivered to the central receiving area

• Review and approves receiving documentation for completeness and accuracy; ensure items match purchase orders

• Prepare received orders for distribution to requestors; distribute as needed

Manages the Office Services photocopy area, mailroom, and office supply areas

• Manage and operate photocopy services for the department

• Support unit office by responding to walk-in requests, answering phones, and responding to email inquiries

• Responsible for ordering, tracking, and issuing all office supplies for the department

• Provide support for all mail functions and acts as liaison for University Mail Services, United States Post Office, and other special mail delivery services (e.g. UPS, FedEx); sort incoming mail/packages and deliver to appropriate area or individual; process outgoing mail

• Deliver departmental bank bag to Criser Hall daily

Assist with processing receiving, delivery of items as well as maintaining inventory for all products purchased within area of responsibility

• Ensure orders received are complete and accurate following up with vendors as required

• Coordinate delivery of items as well as distribution to the various internal units after items are received

• Serve as back-up to fulfill inventory supply requests from current inventory of products as needed

• Assist in the loading and unloading of supplies and equipment to the receiving areas

• Assist in maintaining inventory of materials and supplies for area of responsibility

• Assist with conducting physical inventories of supply warehouse and furniture shop operations

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

• Perform administrative tasks as required such as filing, scanning, and faxing

• Operate state vehicles

Expected Salary:

$18.00 Hourly

Minimum Requirements:

High school diploma or equivalent and one year of appropriate experience. Appropriate college course work or vocational/technical training may substitute at an equivalent rate for the required experience.

Preferred Qualifications:

EDUCATION & EXPERIENCE:

• Familiarity with UF Finance and Accounting processes and procedures UF Procurement policies and procedures

• Knowledge of UF MarketPlace

• Experience with stores/receiving operation

• Experience with record keeping processes and procedures

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.

• Ability to work independently

• 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

• Operates state vehicles

Special Instructions to Applicants:

• In order to be considered, you must upload your cover letter and resume.

• Application must be submitted by 11:55 p.m. (ET) of the posting end date.

Health Assessment Required:Yes

Advertised: 20 Dec 2024 Eastern Standard Time

Applications close: 20 Jan 2025 Eastern Standard Time