Summary

Reviews and coordinates complex, one-time, and simple multi-term purchase requests in accordance with university policies and the New Mexico state procurement code. Independently handles projects up to $10,000.00.

Duties and Responsibilities

1. Reviews, approves, and processes purchasing requests such as purchase requisitions and small purchase orders for goods or services to ensure compliance with the institution's purchasing procedures, the state procurement code, and user requirements.
2. Prepares all aspects of simple bids, requests for quotes, and proposals, including precise specifications, supporting spreadsheets, comparisons, recommendations, and justifications; issues purchase orders.
3. Provides liaison services between vendors and departments for order status, procurement procedures, and problem resolution; researches sources of supply; advises departments on cost effective alternatives.
4. Assists in bid openings for competitive solicitations such as requests for quotes, bids, and proposals.
5. Reviews and evaluates contracts, issues award letters and purchase orders, negotiates change orders, and determines sole source validity.
6. Maintains data information, files, reports, price lists on assigned commodities; negotiates prices and terms.
7. Maintains records in accordance with established policies and procedures and audit guidelines.
8. Participates in institution and community sponsored trade shows for presentation of university policies, including those relative to minority and women owned small businesses; attends purchasing meetings, seminars, and community functions related to purchasing.
9. May expedite shipping and deliveries, maintain inventories, and monitor usage inconsistencies, price changes, and vendor back orders.
10. May validate, reconcile, and process receiving reports, vendor invoices, and other payment documents.
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 5 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 resolve customer complaints and concerns.
• Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diverse community.
• Records maintenance skills.
• Ability to analyze purchasing requests/orders for compliance with institutional procedures and the New Mexico state procurement code.
• Ability to use independent judgment and to manage and impart confidential information.
• Ability to provide or arrange for training.
• Ability to evaluate procurement bids in accordance with established criteria.
• Ability to analyze and solve problems.
• Ability to prepare bids, requests for quotes, and proposals in compliance with University business policies and the New Mexico procurement code.
• Ability to document work in progress.
• Ability to complete moderately complex administrative paperwork.
• Ability to investigate and analyze information and draw conclusions.
• Knowledge of cost analysis techniques.
• Knowledge of contract law.
• Negotiating skills.

Distinguishing Characteristics

Position requires: a) reviewing and coordinating complex one-time and simple multi-term purchase requests for the University; b) independently handling projects up to $10,000.00; c) assisting in bid openings for competitive solicitations; d) reviewing and evaluating contracts, issuing award letters, negotiating change orders; e) participating in trade shows and community functions related to purchasing; and f) interfacing with faculty, researchers and external account representatives.

Conditions of Employment

• All regular, non-temporary positions assigned to this classification are represented by a labor union and subject to the terms and conditions of the US-UNM Collective Bargaining Agreement.

Working Conditions and Physical Effort

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

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

Revised Date: 05/04/2021