JOB SUMMARY:

To provide general advisory, technical, and administrative skills necessary to acquire supplies and equipment for replenishment for UTMB’s warehouse inventory required by the institution in compliance with applicable laws, rules, regulations, policies and procedures. Primarily responsible for acquiring routine supplies, equipment and services using informal bidding methods. 

MAJOR DUTIES / CRITICAL TASKS:

·           Responsible for purchasing warehouse inventory supplies

·           Meet with sales representatives as required to secure quotations for products

·          Responsible for accurate input of computerized inventory data (i.e. entering buy and issue pricing, units of measure, reorder points, economic order quantity, stocking levels, usage forecasting, tie and highs, vendor and mfg information) for assigned inventory items and other supplies needed by ordering departments for hospital and clinical areas

·         Processes purchase orders for inventory items, accurately preparing and issuing in accordance with policies, procedures, time frames and ordering schedules.

·         Prioritizes critical items and obtains substitutes as needed.

·          Monitors purchase order backorders and requisition shortages on a daily basis, consulting with vendors and departments to avoid crucial stock-outs

·          Follows established procedure for handling returns and recalls by obtaining return authorization, credits and exchanges; works with user departments to delete and dispose of obsolete stock.

·          Prepares bid documents (RFQ) for routine purchases requiring informal bidding.

·          Establishes appropriate bidders list, solicits and tabulates bids, and makes an award consistent with institutional and state purchasing guidelines and procedures.

·          Prepares purchase order documents in accordance with all approved templates/formats and ensures inclusion of all appropriate terms, conditions and requirements.

·          Compiles and prepares detailed financial, statistical, and annual reports.

·          Provides information to Customer to ensure Customers' understanding of purchase order/contract requirements and obligations including Customer's responsibility, if applicable, for contract management and managing supplier performance.

·          Issues purchase order releases and/or contract amendments consistent with the requirements of the agreement.

·          Actively engages in supplier sourcing and development activities including outreach to Historically Underutilized Businesses.

·          Monitors supplier and/or customer performance, as applicable, regarding compliance with contract requirements and Purchasing policies and procedures.

·         Provides recommendations and/or prepares appropriate documents for contract renewals, extensions, modifications and termination in coordination with Customer and Purchasing Management.

·          Ensures that all procurement documents (i.e., bids/proposals, correspondence, purchase orders, amendments, etc.) are complete and properly organized, filed, recorded, stored and archived in accordance with applicable policies and procedures.

·          Assists customers by providing information regarding Purchasing policies, procedures, process and/or product, pricing and supplier information.

·          Assists in the preparation of detailed financial, statistical, and annual reports.

·          Contacts, advises, and assists departments with respect to invoice payments, specifications, substitutions, delivery dates, and supply sources.

·          Maintains local inventories, including responsibility for shortages/overages, and material distribution and replenishment.

·          Assists in the coordination and delivery of materials to designated field locations.

·          Inspects materials purchased for damage and reconciles receipt/packing list with purchase order.

·          Processes noncompetitive requisitions issuing purchase orders in accordance with appropriate rules and regulations utilizing an on-line purchasing system.

·          Records, opens, and tabulates invitations to bid utilizing on-line purchasing system.

·          Resolves discrepancies between purchase orders and invoices, delivery dates, delays, damages, and rejections.

·          Assists customers and suppliers in problem resolution; providing general information regarding purchasing policies, procedures and processes

·          Coordinates compliance with all applicable UTMB, State, and Federal rules and regulations.

·          Responsible for data entry including the creation, retrieval, and/or update of electronic files checking and verifying the correctness and completeness of data entered.

·          Files and maintains purchasing (i.e., orders, bids, contracts, and payment data), reports, correspondence, and other documents in accordance with the current Record Retention Schedule.

·          Compiles data for necessary reports.

·          Handles routine inquiries regarding policies, procedures, and operations of the process area.

·          Performs miscellaneous clerical duties such as answering the telephone, making copies, filing, faxing, and maintaining area bulletin boards

·          Adheres to internal controls and reporting structure.

·          Performs related duties as required. 

REQUIRED EDUCATION / EXPERIENCE:

Associate's degree or equivalent; 2 years related experience. APP, CPPB or CTP certification within 18 months of appointment in title.

Knowledge, Skills and Abilities:

·         Good overall knowledge of purchasing/accounting rules and regulations regarding non-competitive purchases, informal bidding and contract administration

·         Good overall knowledge of materials management function (e.g., inventory management; receiving and replenishment

·         Demonstrates good customer service skills.

·         Good understanding of the procurement process/cycle and the role of the buyer

·         Demonstrates basic negotiation skills.

·         Detail oriented.

·         Demonstrates telephone professionalism and etiquette.

·         Good organizational skills.

·         Working knowledge of UTMB Record Retention policies and procedures.

·         Ability to create documents utilizing word-processing, database, and spreadsheet software packages (e.g., MS Word, Access, Excel)

·         Good proofreading skills.

·         Good verbal communication skills.

·         Basic problem resolution skills.

·         Good time management skills.

·         Ability to work in a team based environment contributing ideas, participating in team decisions, and achieving team outcomes. 

EQUIPMENT: 

Standard office equipment. 

WORKING ENVIRONMENT:

Standard office environment 

OTHER: 

Specific job requirements or physical location of some positions allocated to this classification, may render this position security sensitive, and thereby subject to the provisions of Section 51.215, Texas Education Code. 

ANY QUALIFICATIONS TO BE CONSIDERED AS EQUIVALENTS IN LIEU OF STATED MINIMUMS REQUIRE THE PRIOR APPROVAL OF THE VICE PRESIDENT FOR HUMAN RESOURCES AND EMPLOYEE SERVICES.