Procurement Officer Assistant – Facilities & Services – 1026544-6689

This job was posted by https://illinoisjoblink.illinois.gov : For more
information, please see:
https://illinoisjoblink.illinois.gov/jobs/12207925 Procurement Officer
Assistant – Facilities & Services

Facilities & Services

Job Summary

To process and monitor the procurement of material and services for
Facilities and Services. Provide follow-up for units within the
Facilities and Services department. Perform additional procurement
duties which include ordering departmental supplies, record keeping,
report creation and tracking.

Duties & Responsibilities

– Process purchase order requests for material and services placed by
F&S personnel, which involves submitting both regular and standing
Purchase Orders requisitions, contract requests for executing
contracts, in the University Banner and eProcurement (iBuy)
contracting system, reviewing quotes, contract terms and conditions,
applying proper account coding, such as CFOAP, commodity, Banner and
Property Accounting account codes to purchase requisitions in
University and F&S Systems.

– Resolve purchase order and invoicing issues by reviewing invoices,
purchase orders, communicate with requestors (F&S personnel),
vendors, campus purchasing and university payables.

– Create Management Reports for review

– Process Banner Change orders according to the guidelines in the F&S
and OBFS policy.

– Resolve any outstanding orders from AiM Obligation report and
queries of purchase orders that will not auto close, in spend close
status, and FSSQL Job Tracking reports (AiM Contractor & Vendor
Catalog update)

– Assign and distribute Property Accounting tags (P-Tags), to
necessary departments.

– Update vendor information as needed in the F&S web portal and in
Banner by working with the Vendor Management Team at OBFS.

– Supervise temporary staff and students

– Attend & support vendor fairs and training.

Support the Mission, Vision, Values and Guiding Principles of
Facilities & Services.

Physical Demands

Sitting : Constantly

Additional Physical Demands

DIFFICULTY: A. Complexity

1. – Duties range from working with requestors to understanding and
tracking transactions through various systems, finding discrepancies and
correcting entries. There are constant deadlines and pressure to
complete many orders and change order s or corrections daily. There is a
constant need to have multiple programs open, which requires full
attention to the process in order to complete tasks accurately.

2. – Ability to work with F&S Foreman and Supervisors to resolve issues
on purchases.

B. Scope and Effect

1. The purpose of this position is to accurately process transactions
for F&S personnel

PERSONAL RELATIONSHIPS:

A. Personal Contacts – Contacts are made by phone and in person with
engineers, craftsmen, buyers, vendors, storekeepers, office personnel,
and the faculty and staff of various departments within the U of I.

B. Purpose – Contacts are necessary for the exchange of information,
performance of work-related tasks, and efficient job completion.

ENVIRONMENTAL DEMANDS:

A. Physical Requirements Tasks range from sedentary to light lifting,
squatting, and stretching.

B. Work Environment Work is performed in an office setting adjacent to
the warehouse. “In my daily contacts with co-workers, directors,
supervisors, foremen and staff of Facilities & Services as well as
various other campus entities, I will value, and support other employees
and customers in a manner that helps ensure that everyone is treated
with mutual respect. I will demonstrate my commitment to the F&S core
values of diversity and inclusion by supporting opportunities for all
F&S employees to reach their full potential.”

Minimum Qualifications

1. Any one or any combination of the following, totaling six (6 months
from the categories below:

A. Responsible work experience in fields that provide preparation for
procurement work such as claim resolution, expediting, returned goods,
and/or resolving billings.

B. 30 semester hours of college credit for course work in any field
equals six (6) months.

NOTE: Possession of a current Certified Professional Public Buyer (CPPB)
or Certified Public Procurement Officer (CPPO) from The Universal Public
Purchasing Certification Council (UPPCC), or a current Accredited
Purchasing Practitioner (APP) certificate, Certified Purchasing Manager
(CPM) or Certified Professional in Supply Management (CPSM) from the
Institute for Supply Management (ISM) or equivalent certifications
satisfy the above requirements.

Knowledge, Skills and Abilities

Skill in executing proper telephone etiquette. Knowledge of the
structure and content of the English language including the meaning and
spelling of words, rules of composition, and grammar. Basic knowledge of
arithmetic and its application. Knowledge of administrative and clerical
procedures and systems such as word processing, managing files and
records, spreadsheets, designing forms, and other office procedures and
terminology. Knowledge of principles and processes for providing
customer and personal services. This includes customer needs assessment,
meeting quality standards for services,