University of Connecticut University of UC Title Fallback Connecticut

Purchasing Agent II

Payroll Title: UCP VIII
Class Code: 0868-9088
Job Family: FIS
FLSA Code: E
Score: 624

JOB SUMMARY

Under the direction of a designated supervisor, utilizes existing policies, procedures, statutes, to plan, develop and organize all phases of assigned responsibilities for the procurement of goods and services for the University of Connecticut main campus, satellites and other public institutes of higher education.

CHARACTERISTIC DUTIES AND RESPONSIBILITIES

  1. Receives requisitions manually and electronically for goods and services from departments, determines most appropriate method of procurement in accordance with federal and state statutes as well as University policies and procedures.
  2. Authorizes purchase orders according to dollar limits established by departmental procedures and provides substantiating documentation.
  3. Solicits competitive bids from qualified vendors for purchases of unlimited dollar value.  Acts as consultant, advisor and editor in developing and writing specification: defines special terms and conditions to protect the University’s interest relative to the contractual obligations.
  4. Analyses University requirements, locates qualified sources that can provide essential goods and services to support the University’s needs; analyses vendor’s financial information and references with regard to sales, marketing, customer service and product service; coordinates and conducts products evaluations.  Supplies departments with viable options designed to contain costs while maintaining optimum product quality, service and delivery.
  5. Trains, instructs and supervises a team comprised of a Purchasing Assistant, and office assistant and other part-time clerical or student staff.
  6. Identifies, within assigned commodity groups, areas for achieving increased cost savings through identification of new products, local and international market trends, new technologies, consolidations of purchases
  7. Establishment of University contracts and through vendor negotiations
  8. Resolves problems regarding vendor performance, product performance, customer satisfaction, discrepancies, damage claims and contract compliance.  Acts as a liaison between vendor and customer to protect and/or enhance the integrity of the Purchasing department and the University.
  9. Serves as a primary resource regarding procedures, time requirements, availability of products and services, and administrative requirements for procurement of goods and services within assigned commodity groups.
  10. Recommends and/or authorizes the purchase of capital equipment and ensures the unique needs of the University are being addressed throughout the procurement process (e.g. needs analysis, financing, rental/leasing contracts, scheduling, special installation instructions, on-site supervision, acceptance criteria including benchmark testing procedures to be used to determine compliance and/or performance)
  11. Performs post-purchase reviews to ensure vendor and product compliance as well as customer satisfaction.  Establishes and maintains acceptable products list/library
  12. Develops and maintains purchasing expertise in business and purchasing law, federal and state statutes, the Uniform Commercial Code, environmental and safety issues, finance, computers, and state and University policies and procedures.
  13. Conducts training seminars for faculty and staff pertaining to purchasing policies and procedures and assigned commodities.
  14. Serves on State/University Standards Committee which develops specifications used by University and other State/Higher Education institutions.
  15. Sources and identifies vendors to maintain and conduct effective CHRO programs
  16. Performs related duties as required.

MINIMUM ACCEPTABLE QUALIFICATIONS

  1. Bachelor’s degree, preferably in Business or discipline appropriate to the assigned commodities, and four years professional experience in a comparable institutional environment OR Equivalent combination of education and experience which includes at least 7 years directly related purchasing experience in a comparable institutional environment.
  2. Knowledge of contract law, accounting, finance and marketing as they relate to purchasing, federal and state statutes.
  3. Thorough working technical knowledge of assigned commodities.
  4. Ability to assess University needs, communicate those needs to the vendor community, evaluate products to determine technical compliance and resolve discrepancies.
  5. Ability to analyze business trends.
  6. Supervisory skills, interpersonal skills, good oral and written communication skills
  7. Computer literacy in spreadsheet, computerized purchasing systems and word processing.

Date Created: 3/7/94
Date Revised: 9/11/95