University of Washington Human Resources

UW CODE AND REPRESENTATIVE GROUP

7125 (SEIU Local 925 Clerical Nonsupervisory)

BASIC FUNCTION

Serve as part of a team within the institutional purchasing organization to perform specialized technical and program tasks in support of the purchasing process, such as explaining purchasing policies, regulations and procedures; securing price quotations, placing orders, resolving invoice problems; and preparing a variety of purchasing-related documents, such as memos, e-mails, and instructions for distribution to vendors, campus clients and department staff. Duties are performed within delegated purchasing authority from the institutional purchasing official.

DISTINGUISHING CHARACTERISTICS

Under general supervision, assist in the purchasing function to provide front-line customer service to campus clients and vendors, acting as first and in some cases only point of contact; secure price quotations and place orders following prescribed procedures; support order placement and follow-up; perform other duties in support of a specialized commodity area within the purchasing organization. Within delegated purchasing authority, may place orders, resolve payment problems and respond to customer or supplier inquiries.

TYPICAL WORK

Answer client, customer and supplier questions and respond to requests for information in a prompt, effective and professional manner, using phone, fax, email, voicemail, or other technologies as appropriate;

Cover for other team members when they are absent, checking incoming mail and messages for response or referral, as appropriate;

Utilize electronic purchasing transaction system, such as PASPurchasing/Accounts Payable System;

Utilize word processing, spreadsheet, html and related web tools in order to enter and update documents, communications and webpage information;

Assist in production, assembly and distribution of large document projects, such as solicitations for bids and RFPs;

Screen and sort purchase requisitions as directed;

Communicate and coordinate acquisition reviews/approvals with related departments and process partners, such as Environmental Health and Safety for laboratory equipment or hazardous materials; and/or utilize other online systems to screen for allowable transactions, such as HEPPS for payments to individuals;

Secure price quotations and delivery information on goods and services as directed; conduct Internet searches of suppliers and other procurement resources, as directed; place orders following prescribed procedures;

Receive quotations and sealed bids from vendors in accordance with department procedures; assist individuals who have been delegated purchasing authority at bid openings, or may open bids publicly under specific direction from individuals who have been delegated purchasing authority. May have limited authority to prepare bid requests. Recap bids and quotes from vendors and provide materials for client/customer evaluation; complete requisitions and file documentation set up, extend and add figures, verify stock numbers and nomenclature;

Confer with vendors, clients, and other campus departments regarding shipping and receiving, and delivery of goods. Contact vendors to check on purchase order delivery status and report back to the client department as needed; prepare confirmation letters; arrange for adjustments of materials not conforming to purchase specifications;

Maintain, revise, and update commodity catalog, inventory and/or purchase order files;

Assist staff members and vendors with routine requests on requirements and specifications;

Distribute current solicitations for specialty assignment or commodity group as requested by suppliers;

Research invoice problems using available resources, online information, follow up with clients and suppliers for additional information and clarification; coordinate payment resolution with accounts payable as directed;

Develop and maintain reference tools, databases, files and resources as appropriate for the specialty assignment, for example: certificates of insurance; or vendor/supplier commodity, account, contact information;

Maintain, inventory and reorder departmental supplies and forms. Support operation and restocking of office equipment such as copiers, fax, printers, scanners. Assist in record keeping for departmental expenses and other fiscal transactions;

Participate in process and quality improvement teams, projects, related assignments;

May be assigned duties for customer service and support in a specialized commodity group area, for example: computing and communications; facilities maintenance and repair; furniture; medical, dental and scientific; office products; personal services; subscriptions and publications;

May process change orders or acknowledge routine contract changes;

May advise customers on product specifications and develop requirements for non-stocked items;

May provide backup coverage for department administrative office; temporary duties to support inquiries to the Directors office; distribution and recording of public works bids; production and distribution of research subcontracts and other records;

May assist in sorting and distribution of ingoing and outgoing mail and other deliveries;

May assist in maintenance of purchase order files, including audit, purging, and archiving;

Perform other duties as required.

MINIMUM QUALIFICATIONS - UW Contract Classified
DESIRABLE QUALIFICATIONS - Classified Non-Union

High School graduation or GED equivalent AND three years of clerical, business or office experience, two of which must include experience in purchasing, customer service or a closely related field with a high degree of customer contact.

OR

Completion of two years college-level work with major study in business administration or purchasing management OR an equivalent combination of training/experience.

New Class: 2-7-73
Revised Class: 2-22-88

Revise Class/Title: 7-1-01