Procurement Assistant
Procurement Assistant
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Job Description
Note for Current UM Employees
Current employees must apply internally via ConnectU >
The University of Mississippi
The University of Mississippi fondly referred to as Ole Miss stands as a premier public research institution with a proud legacy of academic distinction. We are devoted to nurturing a vibrant inclusive community where every member student faculty and staff can achieve their fullest potential.
Department Summary
Our Procurement team works with virtually every department on campus. The Procurement team is a hard working and collegiate office culture with a focus on customer service and attention to detail.
Role Specifications
Below you will find classification and compensation information. For additional details behind the University of Mississippi classification system please visit Human Resource Compensation Page
Family - Finance
Sub-Family - Procurement
Career Track / Level - O2
Grade - 3
Role Summary
This position coordinates and participates in complex clerical duties of a specialty area within the Office of Procurement Services. Incumbent creates and approves vendor material masters purchase requisitions quotations and bids; approves and issues purchase orders; processes payment vouchers; and/or processes checks for payment of services. The incumbent also provides guidance to other departmental buyers across campus.
Examples of Work Performed
- Processes/verifies/validates/approves travel authorizations advances and reimbursements to employees for all institutional travel ensuring the adherence to university and state travel policies procedures and laws.
- Reconciles travel reimbursement vouchers against travel advances processing payroll deductions as needed.
- Uses knowledge to train and/or assist departmental buyers campus-wide. Answers general questions relating to the Materials Management Module in SAP.
- Sends out vendor applications. Uses application data to create a vendor file. Answers departmental and vendor related questions regarding payment issues invoices orders deliveries and cancellations.
- Processes payments to vendors by request for payment consultant forms and purchase orders.
- Generates purchase orders from requisitions; verifies prices budget category and G. L. codes; makes corrections as necessary; and notifies departments of any discrepancies.
- Performs a variety of clerical accounting tasks involved in maintaining financial records and processing procurement transactions.
- Performs similar or related duties as assigned or required.
Essential Functions
These essential functions include but are not limited to the following. Additional essential functions may be identified and included by the hiring department.
1. Drafts organizes updates and disseminates formal procurement records and purchase orders to the appropriate entities according to established guidelines and procedures.
2. Answers questions or provides information regarding purchasing to various individuals and groups based on set material or standards.
3. Ensures goods and services are received and distributed in a timely manner.
Minimum Education/Experience
Education: High School or Equivalent
Experience:(2) Two Years Experience
Substitution Statement: An equivalent combination of related experience and education may be considered for this role. Substitutions of the required experience or education will be assessed on a 1:1 substitution basis.
Preferred Qualifications
Please include a resume and cover letter.
EEO Statement
The University of Mississippi provides equal opportunity in any employment practice education program or education activity to all qualified persons. The University complies with all applicable laws regarding equal opportunity and does not unlawfully discriminate against any employee or applicant for employment based upon race color gender sex pregnancy sexual orientation gender identity or expression religion national origin ethnicity citizenship age disability military status protected veteran status genetic information or any other legally protected status.
Minimum Physical Requirements
Physical Requirements: These physical requirements are not exhaustive and additional job-related physical requirements may be added to these by individual agencies on an as needed basis.
Corrective devices may be used to meet physical requirements.
Physical Exertion: The incumbent may be required to lift up to approximately 10 pounds.
Vision: Requirements of this job include close vision. Speaking/Hearing: Ability to give and receive information through speaking and listening.
Motor Coordination: While performing the duties of this job the incumbent is frequently required to talk and hear; and use hands to finger handle or feel. The incumbent is periodically required to sit. The incumbent is occasionally required to stand; walk; and reach with hands and arms
Interview Requirements: Any candidate who is called for an interview must notify the Department of Equal Opportunity/Regulatory Compliance in writing of any reasonable accommodation needed prior to the date of the interview.
Background Check Statement
This position will require a financial (credit) report. Selected candidates should have a low credit debt. Background checks are completed post offer of employment. University employees moving into a new position that requires a financial (credit) report must complete a new background check.
The University of Mississippi is committed to providing a safe campus community. UM conducts background investigations for applicants being considered for employment. Background investigations include a criminal history record check and when appropriate a financial (credit) report or driving history check.
Employment Type
Full-Time
