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Position Classification Description

Position Class Code / Title: A5014 / Coord,Coop Purchasing Prog
Recruitment Tier: Tier 1
FLSA: Non-Exempt
Grade: 08

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 all aspects of a group cooperative purchasing program for schools, which is designed to enhance buying power over a wide range of products and to assist in purchasing administration for a large group of participating schools statewide.

Duties and Responsibilities

  1. Identifies potential vendors, and develops and maintains vendor contacts; develops and maintains a database of viable vendors over a full range of school products.
  2. Confirms bid specifications with vendors; conducts bid openings on behalf of participating schools, within guidelines and parameters provided by purchasing department.
  3. Conducts bid evaluations and enters bids into computer program to develop bid rankings; coordinates and monitors the activities of the bid evaluation committee.
  4. Develops purchasing specifications on behalf of schools for products in 11 school and associated product categories, and disseminates these to vendors and client school representatives; coordinates a school purchasing advisory committee.
  5. Reviews tentative awards for compliance with invitation for bid and with procurement code; alerts management to procurement-related issues as they arise, and enforces compliance with contractual obligations, as appropriate.
  6. Provides assistance and coordination to schools and vendors as appropriate in facilitating the ordering and delivery of goods.
  7. Advises and trains school personnel on the use of the computerized purchasing program; performs program troubleshooting, and recommends changes and improvements to the program, as appropriate.
  8. Researches product information to determine suitability of new products for use within schools; develops and/or modifies product specifications, as appropriate.
  9. Produces program reports and related documentation.
  10. 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

  • Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diverse community.
  • Ability to gather data, compile information, and prepare reports.
  • Knowledge of the policies and practices of a wide range of school products and supply vendors.
  • Database management skills.
  • Ability to operate and troubleshoot computerized procurement programs.
  • Knowledge of procurement rules and regulations.
  • Broad product knowledge in area of specialty and ability to develop purchasing specifications.
  • Ability to provide technical guidance and training to end users.
  • Knowledge of commercial product ordering and delivery practices.
  • Organizing and coordinating skills.
  • Ability to prepare formal procurement solicitations in compliance with University business policies and the New Mexico state procurement code.

Distinguishing Characteristics

    Position requires: a) developing purchasing specifications on behalf of schools for products and disseminating to vendors and client school representatives; b) coordinating school purchasing advisory committees; c) advising and training school personnel on computerized purchasing program; conducting bid evaluations and coordinating activities with bid evaluation committees; d) identifying potential vendors and confirms bid specifications with vendors; and e) operating and troubleshooting computerized procurement programs.

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