Purchasing Clerk III

As a community, the University of Rochester is defined by a deep commitment to Meliora - Ever Better. Embedded in that ideal are the values we share: equity, leadership, integrity, openness, respect, and accountability. Together, we will set the highest standards for how we treat each other to ensure our community is welcoming to all and is a place where all can thrive.

Job Location (Full Address):

271 East River Rd, Rochester, New York, United States of America, 14623

Opening:

Worker Subtype:

Regular

Time Type:

Full time

Scheduled Weekly Hours:

40

Department:

100108 Support Operations-Fac & Svcs

Work Shift:

Range:

UR URG 104 H

Compensation Range:

$18.65 - $26.11

Responsibilities:

Responsible for the timely and cost-effective purchases for University and Services. Create and administer purchases in accordance with university procurement systems, policies, and procedures. Evaluate product/supply request, research marketplace, qualify supplies, and coordinate the business transaction (price, delivery, contract terms and conditions). Monitor supplier performance and contracts are according to terms established.

JOB DUTIES AND RESPONSIBILITIES:

1. Purchasing - Monitors buyer's workbench and requests for purchases in the Integrated Work Management system (IWMS) and/or Enterprise Asset Management system (EAMS). Requests price quotes, time and rate sheets and delivery options from vendors. Contacts vendors and requestors gathering information to complete and expedite orders. Interfaces with Procure to Pay (P2P) to request purchase order and uploads required documents. Converts purchase requisitions into purchase orders making sure all required documentation, including supplier justification forms and bids, are attached and completed. Places orders with vendors verifying prices and delivery dates.

2. Process payment requests - Works closely with Corporate Purchasing and Accounts Payable to processes invoices for payment from IWMS/EAMS, Workday, etc. Confirms appropriate review and enters data into systems in a timely and accurate manner. Provides attention to detail and accuracy of data entered is confirmed prior to submission. Monitors workflows/work queue so that any rejections or problems can be re-worked in a timely manner. Ensures productivity levels of invoices are maintained so that timely payments are made to suppliers.

3. Sourcing - Works directly with vendors and requestors to source products and materials. Works closely with vendors to build relationships to support profitability.

4. Customer Service - Interacts with Departments, Corporate Purchasing, and suppliers to enhance relationships and ensure the best purchasing procedures are in place with university suppliers. Contacts departments and suppliers to resolve orders, invoicing, or payment problems. Ensure resolutions receive timely and professional responses to all phone calls, emails, and faxes. Following up as appropriate until items are resolved. Provide payment information to departments and suppliers, to ensure high levels of customer satisfaction.

5. Organization - Maintains detailed paper or computerized records of purchases, including quantities ordered and received, shipping information, and costs associated with the purchase. Files invoices and other documentation daily; prepare documents for scanning and/or handling by those next in the process. Perform file clean-up, including investigation of invoices in multiple systems and follow-up with departments and vendors, is required at least monthly. Sort incoming mail (invoices, etc.) into appropriate groups to expedite payment processing.

6. Team - Participate in projects as assigned by Management in support of Purchasing objectives. Process items to be returned and follow up with the vendor for replacement products or credit. Assists teammates by providing coverage on tasks for absences or heavy volumes in other areas such as stockroom, receiving/returning materials, cycle counting, and issuing stock. Compiles and provides feedback to Materials Management Supervisor, Manager and SO Director for improving processes and updating policies. Responsible for timely reporting to supervisors regarding weekly productivity, recurrent department or supplier issues, supplier statement status, and supplier credit hold situations. Maintains a safe and secure environment in accordance with University and department guidelines.

QUALIFICATIONS:

High School degree required. 1 year of relevant post-High School education or equivalent and 1-2 years of related experience preferred. Preferred knowledge, skills, and abilities: Excellent interpersonal and communication skills, both verbally and in writing; Demonstrates high level of accuracy attention to detail, and the ability to maintain and update paper and computerized purchasing records; Working knowledge of MS Excel, Word, Outlook and must be comfortable with internet and web-based systems

Schedule

7:00 AM - 3:30 PM

EOE Minorities / Females / Protected Veterans / Disabled:

The University of Rochester is committed to fostering, cultivating, and preserving a culture of equity, diversity, and inclusion to advance the University’s mission to Learn, Discover, Heal, Create – and Make the World Ever Better. In support of our values and those of our society, the University is committed to not discriminating on the basis of age, color, disability, ethnicity, gender identity or expression, genetic information, marital status, military/veteran status, national origin, race, religion/creed, sex, sexual orientation, citizenship status, or any other status protected by law. This commitment extends to the administration of our policies, admissions, employment, access, and recruitment of candidates from underrepresented populations, veterans, and persons with disabilities consistent with these values and government contractor Affirmative Action obligations.