Procurement Representative II

Position:	Procurement Representative II
Date:	05/95
Position Code:	2443
EEO Code:	227

Job Summary
Reporting to the Assistant Procurement Manager, is responsible for contributing to and continually improving an efficient and cost-effective process designed to assist Institution staff in their procurement of goods and services through an on-line integrated procurement process of accounts payable, purchasing and receiving, in compliance with Institution policies and government regulations. As a contributing member of the Procurement Team, is committed to the common purpose, performance goals and approach for which team members hold themselves mutually accountable. Performance evaluation is based on a combination of team success and individual accomplishment. Unprecedented situations are typically handled directly through exercising independent judgment and discretion; unusual issues and complex negotiations are discussed with and/or referred to senior colleagues for counsel and/or action.

Major Duties

Works closely with colleagues in support of team cross-training to assist win peak load times, during office absences and as a general resource for all users of these services.
Works closely with Institution staff involved in procurement activities to ensure effective, accurate, and efficient procedures.
Demonstrates commitment to customer service, working as part of the team to ensure the right products are delivered at the right time and at the right price.
Through internal and external periodic feedback procedures, measures effectiveness of operations, including customer satisfaction, and proposes methods for continuous improvement.
Establishes and maintains vendor databases and administers assigned categories and product codes.
Maintains partnerships between external vendors by negotiating purchase order contracts with appropriate sources of equipment, supplies, services and travel for the Institution.
Obtains resources, quotations and secures competitive bids for one-time goods and services.
Protects Institution resources by recommending policies and procedures that conform to government regulations.
Makes full use of administrative systems to support maximum effectiveness of procurement activities.
Anticipates Institution needs and requirements by keeping abreast of market and product trends and development.
Negotiates with vendors for the lowest costs and incentives and analyzes market price and product mix, checks for competitiveness; works to maintain positive vendor partnerships for the benefit of the Institution's procurement.
Achieves cost savings through vendor selections and review, develops favorable contract agreements and resolves delivery and billing problems.
Facilitates the preparation and submission of purchase order contracts and close-out arrangements with funding agencies and in accordance with Institution and agency reporting requirements.
In coordination with departmental representatives, ensures that appropriate authorizations and documentation are obtained for procurement activities.
Performs other duties as the supervisor may deem necessary.

Desired Education/Experience for Hiring
College degree preferred with several years of directly related experience in contract negotiation and/or procurement processes or college training with substantial related experience or equivalent education/experience; must have demonstrated skills in at least two or more of the following areas: computer expertise in communications, spreadsheet and database management, familiarity with scientific terminology for supplies and equipment, inventory maintenance, travel management, problem solving/decision making. Strong interpersonal, communication, and organizational skills essential along with demonstrated personal initiative and willingness to learn and share the learning.

Last updated: February 25, 2013

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