Reviews purchase requisitions and specifications submitted by University departments for completeness and accuracy; prepares purchase orders in the University's procurement/financial system; and distributes purchasing documents to the appropriate department, vendor, or agency in accordance with University procurement policies and procedures. Contacts vendors to verify the status of goods and services ordered by the University, confirms delivery dates, and expedites delivery of outstanding…
orders; records status updates on the purchase order and works with vendors and departments to resolve delivery discrepancies. Prepares purchasing documents for payment by performing a three-way match of the invoice, the shipping/receiving documentation, and the departmental approval copy; forwards completed documents to Financial Services for payment; and enters purchase order and payment information into the procurement database to keep records current. Serves as a point of contact for vendors and University departments regarding the status of purchase orders, invoices, and deliveries; performs routine research to provide requested information about vendors and purchases; and assists in identifying unidentified shipments delivered to the Receiving Dock. Reconciles monthly vendor statements against outstanding invoices by checking the University's accounting system for payment status, requesting copies of invoices from vendors when needed, and forwarding invoices to the appropriate department for payment. Maintains the active and inactive filing and record-keeping system for purchasing documents by sorting, filing, and copying materials by fiscal year and alphabetical sequence, and ensuring records are accurate and readily retrievable. Provides continuity of administration within the Office of Procurement and Property Control by assisting other staff with the distribution of requisition requests, responding to routine policy and procedure inquiries, processing requisitions and related documents, and covering other clerical duties as needed. Contributes to a work environment that encourages knowledge of, respect for, and development of skills to engage effectively with individuals of other cultures and backgrounds. Performs other duties and responsibilities as assigned by the Director or designee to support the overall success of the Office of Procurement and Property Control.
