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Position Classification Description

Position Class Code / Title: A5010 / Coord,Purchasing
Recruitment Tier: Tier 1
FLSA: Non-Exempt
Grade: 07

This is a description of a Staff Position Classification. It is not an announcement of a position opening. To view descriptions of current openings, please go to UNMJobs and Search Postings to view positions that are currently accepting applications.

The following statements are intended to describe, in broad terms, the general functions and responsibility levels characteristic of positions assigned to this classification. They should not be viewed as an exhaustive list of the specific duties and prerequisites applicable to individual positions that have been so classified.

Summary

Coordinates the procurement cycle of specific products or services for a branch, satellite operation, or a work unit. Contacts vendors and suppliers for quotations, prepares purchase requisitions and small purchase orders, and follows up on outstanding purchase orders. May provide customer assistance in the identification and selection of inventory items, as appropriate to the position.

Duties and Responsibilities

  1. Edits purchase requests; prepares purchasing and accounting paperwork such as small purchase orders and requisitions; reconciles invoices with purchase orders in preparation for payment processing.
  2. Identifies and resolves potential purchasing problems; follows up to ensure timely and accurate product delivery.
  3. Corresponds with suppliers for quotations; maintains contact with vendors regarding current status of purchase orders.
  4. Receives incoming materials, supplies, and equipment and compares information on packing slip with purchase order to verify accuracy of shipment.
  5. Inspects shipments and records damages or defects; notifies supervisor and/or purchasing personnel of same.
  6. Prepares billings for interdepartmental orders as necessary.
  7. Maintains files and records of materials, prices, inventories, and deliveries.
  8. Ensures adherence to established University and departmental policies and procedures, objectives, quality assurance programs, and safety standards.
  9. Assists customers with locating and/or ordering products, as appropriate to the position; may compile and disseminate catalogs of inventory items and related materials for customer use.
  10. May inventory stock on hand and initiate paperwork to purchase additional quantities when necessary.
  11. May lead, guide, and train staff/student employees, interns, and/or volunteers performing related work; may participate in the recruitment of volunteers, as appropriate to the area of operation.
  12. Performs miscellaneous job-related duties as assigned.

Minimum Job Requirements

  • High school diploma or GED; at least 3 years of experience directly related to the duties and responsibilities specified.
  • Completed degree(s) from an accredited institution that are above the minimum education requirement may be substituted for experience on a year for year basis.

Knowledge, Skills and Abilities Required

  • Ability to monitor and/or maintain quality control standards.
  • Ability to resolve customer complaints and concerns.
  • Ability to complete routine paperwork.
  • Ability to communicate effectively, both orally and in writing.
  • Records maintenance skills.
  • Knowledge of customer service standards and procedures.
  • Ability to analyze and solve problems.
  • Knowledge of university accounting procedures involving procurement, travel, and/or employment.
  • Expediting skills.
  • Knowledge of procurement rules and regulations.
  • Knowledge of organizational structure, workflow, and operating procedures.
  • Ability to read, sort, check, count, and verify numbers.
  • Ability to work both independently and in a team environment.
  • Ability to detect problems and report information to appropriate personnel.
  • Ability to coordinate quality assurance programs in area of specialty.
  • Knowledge of accounts payable procedures and practices.
  • Knowledge of accounts receivable procedures and practices.

Distinguishing Characteristics

    Position requires: a) coordinating the procurement cycle for a department or work unit; b) preparing paperwork such as small purchase orders and requisitions; c) reconciling invoices with purchase orders; d) inspecting and verifying accuracy of shipments; e) preparing billings for indepartmental orders; and e) requesting quotations and following-up with vendors regarding status of purchase orders.

Conditions of Employment

  • This position is represented by a labor union and is subject to the terms and conditions of the USUNM Collective Bargaining Agreement.

Working Conditions and Physical Effort

  • No or very limited physical effort required.
  • No or very limited exposure to physical risk.
  • Work is normally performed in a typical interior/office work environment.

The University of New Mexico provides all training required by OSHA to ensure employee safety.

Revised Date: 03/20/2017