Buyer Assistant
Posting Number: req20994
Department: Procurement & Contracting Svcs
Location: Main Campus
Address: Tucson, AZ USA
Position Highlights
This position will be responsible for processing small dollar transactions, responding to incoming phone calls and emails, handling PO close requests, managing the conflict-of-interest database/submissions, process incoming mail, manage incoming insurance certificates and additional administrative duties as assigned. In addition, this position will assist with processing small dollar purchase orders.Outstanding UA benefits include health, dental, and vision insurance plans; life insurance and disability programs; paid vacation, sick leave, and holidays; UA/ASU/NAU tuition reduction for the employee and qualified family members; retirement plans; access to UA recreation and cultural activities; and more!
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Duties & Responsibilities
- Process incoming purchase orders.
- Help identify and follow up on any missing documentation related to purchase orders, reaching out to relevant parties as needed.
- Assist in reviewing policies related to various purchase order transaction types, ensuring compliance.
- Communicate with departments to gather necessary documentation and provide assistance with purchase order-related processes.
- Provide support in negotiating contracts associated with purchase orders, contributing to discussions as needed.
- Perform PO closings and assist the buying team
- Scan necessary Request for Proposals (RFP) and Request for Bid (RFB) documentation and award information to the appropriate online folders. Verify completeness of each electronic folder when the RFP/RFB is awarded.
- Issue extensions for RFP's and RFB's as requested by the purchasing team. Also assist with creating and sending award letters and the direction of the buyers when there are multiple award RFP's.
- Respond to public record requests by gathering documentation, omitting confidential information, and making appropriate copies as requested and sending them to Custodian of records.
- Scan incoming insurance documentation and verify correct additional insured, coverage, and address information.
- Upload fully executed agreements to the online storage solution.
- Serve as point of contact with Facilities Management (FM) to obtain signature on FM specific OPSA's, verify correct insurance, and escalate to the buying team if necessary.
- Assist buyers with archiving old purchase orders and update log sheets at the end of each fiscal year. Be responsible for retrieving copies of archived PO's or contracts.
- Process and distribute all incoming and outgoing mail. Work with individual buyers for mailings via Fed Ex or UPS.
- Customer service - responding to incoming phone calls and email requests
Knowledge, Skills, and Abilities (KSAs):
- Strong Customer Service Skills
- Basic knowledge of purchasing polices and procedures
- Strong organizational skills
Minimum Qualifications
- High School Diploma
- Three years of progressively responsible instructional or subject work experience
FLSA: Non-Exempt
Full Time/Part Time: Full Time
Number of Hours Worked per Week: 40
Job FTE: 1.0
Work Calendar: Fiscal
Job Category: Finance
Benefits Eligible: Yes - Full Benefits
Rate of Pay: $18.15 - $22.69
Compensation Type: hourly rate
Grade
4
Compensation Guidance
The Rate of Pay Field represents the University of Arizona's good faith and reasonable estimate of the range of possible compensation at the time of posting. The University considers several factors when extending an offer, including but not limited to, the role and associated responsibilities, a candidate's work experience, education/training, key skills, and internal equity.
The Grade Range Minimum, Midpoint, and Maximum Fields listed below represent a full range of career compensation growth over time in this position and grade. Each unit typically sets starting pay between minimum and midpoint upon hire. The university offers compensation growth opportunities within its career architecture. To learn more about compensation, please review our Applicant Compensation Guide and our Total Rewards Calculator.
Grade Range Minimum
$18.15
Grade Range Midpoint
$22.69
Grade Range Maximum
$27.23
Career Stream and Level
OC2
Job Family
Procurement
Job Function
Finance
Type of criminal background check required: Name-based criminal background check (non-security sensitive)
Number of Vacancies: 1
Contact Information for Candidates
Celeste Kanzig
cdkanzig@arizona.edu
Open Until Filled: Yes
Documents Needed to Apply: Resume and Cover Letter
Diversity Statement
At the University of Arizona, we value our inclusive climate because we know that diversity in experiences and perspectives is vital to advancing innovation, critical thinking, solving complex problems, and creating an inclusive academic community. As a Hispanic-serving institution, we translate these values into action by seeking individuals who have experience and expertise working with diverse students, colleagues, and constituencies. Because we seek a workforce with a wide range of perspectives and experiences, we provide equal employment opportunities to applicants and employees without regard to race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, gender identity, or genetic information. As an Employer of National Service, we also welcome alumni of AmeriCorps, Peace Corps, and other national service programs and others who will help us advance our Inclusive Excellence initiative aimed at creating a university that values student, staff and faculty engagement in addressing issues of diversity and inclusiveness.
Notice of Availability of the Annual Security and Fire Safety Report
In compliance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (Clery Act), each year the University of Arizona releases an Annual Security Report (ASR) for each of the University's campuses. These reports disclose information including Clery crime statistics for the previous three calendar years and policies, procedures, and programs the University uses to keep students and employees safe, including how to report crimes or other emergencies and resources for crime victims. As a campus with residential housing facilities, the Main Campus ASR also includes a combined Annual Fire Safety report with information on fire statistics and fire safety systems, policies, and procedures.
Paper copies of the Reports can be obtained by contacting the University Compliance Office at cleryact@arizona.edu.