Assistant Contract Specialist

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I. General Summary

Under general supervision, performs procurement and contracting support activities for Engineering Services. This position is required to adhere to corporate policies, provide exemplary customer-focused support, review departmental requests to purchase, ensure pricing is reasonable and competitive and issue purchase orders in a timely fashion. In addition, provides a variety of clerical and administrative services to the Engineering Services Department. This is a “matrix” position with dual reporting relationships as follows: Providing operational support to the Director of Procurement Services - Corporate and the Facilities Program Coordinator who are responsible for establishing work assignments, priority setting, workload planning, approval of work performance and other related issues.

II. Principal Responsibilities and Tasks

The following statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all job duties performed by personnel so classified.

Purchase Order Process:

• Reviews requests to purchase requisitions for appropriateness and action and issues purchase orders in accordance with the “due date” on the requisition.
• Communicates with internal customers and vendors to minimize any supply chain or other disruptions.
• Contacts vendors/suppliers to research product information, determine scope of project, verify costs and determine service availability, unit of measures and delivery/installation dates.
• Updates the Item Table in Pathways Material Management (PMM) when vendor pricing, pricing terms and vendor and/or products change.
• Updates the Vendor Table in PMM to add/delete vendors.
• Reviews and closes out purchase orders or lines on a purchase order as required.
• Manages the use of creating “draft” purchase orders and ensures that such orders are cleared within five (5) business days.
• Secures proposals from vendors for competitive pricing, installation, delivery dates, warranties, shipping terms, etc.
• Assists departments when products, goods and/or services need adjustments.

III. Education and Experience

• High school diploma or equivalent (GED) is required. Associate’s degree in General Business is preferred.
• Two years of work experience in a Purchasing function working with purchase orders, accounts payable, receiving departments, vendors and customers. In addition, two years work experience in an administrative support role (may be concurrent with purchasing experience) is required.

All your information will be kept confidential according to EEO guidelines.

 Compensation

• Pay Range: Min $27.44/hr  Max: $38.41/hr
• Other Compensation (if applicable):
• Review the 2024-2025 UMMS Benefits Guide.