Assistant Buyer
University of Southern Indiana, Evansville, IN, United States
Position Summary
Provide professional support to the procurement and risk management operations of the University. Perform a variety of duties associated with purchasing good and services for university departments.
Title
Assistant Buyer
Division
Finance and Administration
Department
Procurement
FLSA Status
Non-Exempt
Salary Range
Grade 10: $20.88/hour
EEO Job Group
2 E2
Duties/Responsibilities
Analyze, review, and process BuyUSI catalog transactions (under $5,000). Verify accuracy, and completeness of information, including totals, FOAP numbers, business purpose and workflow. Issue purchase orders once review is complete and verify vendors receive orders.
Oversee the University’s surplus equipment operations, including intake, assessment, tracking, redistribution, recycling, and disposal of surplus property. Ensure compliance with university policies and applicable regulations. Coordinate equipment transfers and disposal requests with various campus departments.
Negotiate and coordinate with suppliers to ensure fair pricing, quality products, appropriate payment and freight terms.
Assist with vendor certificates of insurance process. Review insurance limits and accuracy of certificates. Work closely with assistant director or Risk Management and vendors.
Manage Banner purchase order changes. Analyze need for change order, obtain proper financial manager approvals and work closely with buyers and Director of Procurement and Risk Management.
Oversee the Contract Management system. Utilize database to enter, track and report contract information including renewal dates, contract terms, and conditions. Work with Director of Procurement and Risk Management, Chief Information Security Officer, and other departments on contract renewals.
Control imaging and retention of BuyUSI and request for proposal (RFP) documents. Monitor image quality and work with the director of Procurement to establish policies and procedures to safeguard sensitive vendor data.
Work closely with Procurement department in the RFP process to include finalizing RFP documents and sending out to bidders, processing addenda, tabulating results, publishing results on Procurement’s website, and sending notice to bidders for winning bids and rejection letters, while retaining all pertinent information for audit purposes within the files.
Administer USI Plan Room website by issuing user IDs.
Recommend appropriate changes in policies, procedures, and products as they relate to the procurement function.
Serve as backup support to procurement buyer with maintenance of accurate vendor database.
Identify, investigate, and resolve problems occurring with vendors, University departments, and procurement concerning BuyUSI orders, change orders, RFPs, and related issues. Track unresolved issues.
Maintain Indiana Department of Revenue (DOR) protested vendors by updating vendor status reported by the State of Indiana. Communicate to procurement staff when required.
Serve as main department contact for campus and vendors, including vending machines and copier.
Prepare sales tax exemption certificates and vendor credit applications for new and existing vendors.
Schedule USI training room for bid openings, trainings, and meetings.
Other duties as assigned.
Required Knowledge And Skills
High school diploma or GED.
Minimum of three years office experience required.
Effective relationship‑building, conflict resolution and negotiation skills suited to effective outcomes with internal university customers and external vendors.
Must possess and demonstrate strong oral and written communication skills to deal with the public and handle transactions in a customer‑orientated manner.
Must possess a working knowledge of word processing, spreadsheet, database and mail programs.
Excellent organization skills with ability to coordinate multiple tasks, determine priorities, set deadlines, and complete required projects.
Ability to maintain accuracy, diligence, and effective communications while under deadline and on projects that require critical outcomes.
Preferred Knowledge And Skills
Previous accounting experience or post‑secondary education in accounting or related field preferred.
Procurement experience in higher education is highly desirable. Experience within the public sector and with contracts is strongly preferred.
Knowledge of Enterprise Service Management (ESM) purchase software and Banner Enterprise Resource Planning (ERP) software preferred.
Functional Requirements
Remaining in a stationary position at a desk or workstation for extended periods of time for the majority of assigned duties.
Position requires effective communication skills when relaying policy issues and procedures to buyers.
Ability to use computers and computer systems (hardware and software) to set up functions, enter data, process information, and to create documents. Ability to retrieve information from written documents and from computer‑generated reports.
Physical access to other workstations, other departments and meeting rooms throughout campus as required for coordination, oversight and meetings.
The presentation of a consistently professional demeanor at all times, even in difficult, negative, or frustrating situations such as when handling complaints from vendors or from members of the University community.
Regular Work Hours/Travel Requirements
Standard work hours are Monday through Friday, 8:00 a.m. to 4:30 p.m. Extended or irregular hours may be required to meet business needs. Occasional travel may be required.
Benefits
Affordable medical, dental, vision, life and short‑term and long‑term disability insurance plans.
Retirement plan where the University makes the total contribution equivalent to 7% of annual salary.
Full tuition fee waiver for employees/75% for spouses and dependent children.
Accrue up to 10 paid vacation days per fiscal year – accrual increases after 4, 7, and 11 years of service.
EEO Statement
USI is an Equal Opportunity Employer as to all protected groups, including protected veterans and individuals with disabilities.
#J-18808-Ljbffr
Provide professional support to the procurement and risk management operations of the University. Perform a variety of duties associated with purchasing good and services for university departments.
Title
Assistant Buyer
Division
Finance and Administration
Department
Procurement
FLSA Status
Non-Exempt
Salary Range
Grade 10: $20.88/hour
EEO Job Group
2 E2
Duties/Responsibilities
Analyze, review, and process BuyUSI catalog transactions (under $5,000). Verify accuracy, and completeness of information, including totals, FOAP numbers, business purpose and workflow. Issue purchase orders once review is complete and verify vendors receive orders.
Oversee the University’s surplus equipment operations, including intake, assessment, tracking, redistribution, recycling, and disposal of surplus property. Ensure compliance with university policies and applicable regulations. Coordinate equipment transfers and disposal requests with various campus departments.
Negotiate and coordinate with suppliers to ensure fair pricing, quality products, appropriate payment and freight terms.
Assist with vendor certificates of insurance process. Review insurance limits and accuracy of certificates. Work closely with assistant director or Risk Management and vendors.
Manage Banner purchase order changes. Analyze need for change order, obtain proper financial manager approvals and work closely with buyers and Director of Procurement and Risk Management.
Oversee the Contract Management system. Utilize database to enter, track and report contract information including renewal dates, contract terms, and conditions. Work with Director of Procurement and Risk Management, Chief Information Security Officer, and other departments on contract renewals.
Control imaging and retention of BuyUSI and request for proposal (RFP) documents. Monitor image quality and work with the director of Procurement to establish policies and procedures to safeguard sensitive vendor data.
Work closely with Procurement department in the RFP process to include finalizing RFP documents and sending out to bidders, processing addenda, tabulating results, publishing results on Procurement’s website, and sending notice to bidders for winning bids and rejection letters, while retaining all pertinent information for audit purposes within the files.
Administer USI Plan Room website by issuing user IDs.
Recommend appropriate changes in policies, procedures, and products as they relate to the procurement function.
Serve as backup support to procurement buyer with maintenance of accurate vendor database.
Identify, investigate, and resolve problems occurring with vendors, University departments, and procurement concerning BuyUSI orders, change orders, RFPs, and related issues. Track unresolved issues.
Maintain Indiana Department of Revenue (DOR) protested vendors by updating vendor status reported by the State of Indiana. Communicate to procurement staff when required.
Serve as main department contact for campus and vendors, including vending machines and copier.
Prepare sales tax exemption certificates and vendor credit applications for new and existing vendors.
Schedule USI training room for bid openings, trainings, and meetings.
Other duties as assigned.
Required Knowledge And Skills
High school diploma or GED.
Minimum of three years office experience required.
Effective relationship‑building, conflict resolution and negotiation skills suited to effective outcomes with internal university customers and external vendors.
Must possess and demonstrate strong oral and written communication skills to deal with the public and handle transactions in a customer‑orientated manner.
Must possess a working knowledge of word processing, spreadsheet, database and mail programs.
Excellent organization skills with ability to coordinate multiple tasks, determine priorities, set deadlines, and complete required projects.
Ability to maintain accuracy, diligence, and effective communications while under deadline and on projects that require critical outcomes.
Preferred Knowledge And Skills
Previous accounting experience or post‑secondary education in accounting or related field preferred.
Procurement experience in higher education is highly desirable. Experience within the public sector and with contracts is strongly preferred.
Knowledge of Enterprise Service Management (ESM) purchase software and Banner Enterprise Resource Planning (ERP) software preferred.
Functional Requirements
Remaining in a stationary position at a desk or workstation for extended periods of time for the majority of assigned duties.
Position requires effective communication skills when relaying policy issues and procedures to buyers.
Ability to use computers and computer systems (hardware and software) to set up functions, enter data, process information, and to create documents. Ability to retrieve information from written documents and from computer‑generated reports.
Physical access to other workstations, other departments and meeting rooms throughout campus as required for coordination, oversight and meetings.
The presentation of a consistently professional demeanor at all times, even in difficult, negative, or frustrating situations such as when handling complaints from vendors or from members of the University community.
Regular Work Hours/Travel Requirements
Standard work hours are Monday through Friday, 8:00 a.m. to 4:30 p.m. Extended or irregular hours may be required to meet business needs. Occasional travel may be required.
Benefits
Affordable medical, dental, vision, life and short‑term and long‑term disability insurance plans.
Retirement plan where the University makes the total contribution equivalent to 7% of annual salary.
Full tuition fee waiver for employees/75% for spouses and dependent children.
Accrue up to 10 paid vacation days per fiscal year – accrual increases after 4, 7, and 11 years of service.
EEO Statement
USI is an Equal Opportunity Employer as to all protected groups, including protected veterans and individuals with disabilities.
#J-18808-Ljbffr