Buyer I / Purchasing and Contract Assistant

Apply now Job no: 511185
Work type: Staff Full Time
Campus: UMass Amherst
Department: SACL Shared Services
Pay Grade: 15
Categories: Student Affairs & Services, Administrative/Office Support

About UMass Amherst

UMass Amherst, the Commonwealth's flagship campus, is a nationally ranked public research university offering a full range of undergraduate, graduate and professional degrees. The University sits on nearly 1,450-acres in the scenic Pioneer Valley of Western Massachusetts, and offers a rich cultural environment in a bucolic setting close to major urban centers. In addition, the University is part of the Five Colleges (including Amherst College, Hampshire College, Mount Holyoke College, and Smith College), which adds to the intellectual energy of the region.

 

Job Summary

As a member of SACL Finance Matrix team performs various duties to provide business services for the Finance Matrix including processing contract purchases, research for commodities for the division, lead competitive request for quotes process, assisting in the procurement and accounts payable processes, and other business service support duties. 

 

Essential Functions

Contract and request for quotes functions

  • Assist the division of Student Affairs and Campus Life by obtaining information concerning materials, supplies, equipment, and services by contacting vendors, reviewing technical specification and scope of services; determine availability, appropriateness, and suitability of products; analyze, evaluate, and recommend a vendor and/or item.
  • Prepare written documentation outlining description of goods and services to be provided including product performance, cost, delivery, and other related information to meet division needs; solicit request for quotes using prepared documentation; analyze, evaluate, and recommend a vendor upon successful completion of the request for proposal process.
  • Review and prepare contracts for SACL; analyze contract documents and ensure that contract documents are legal and comply with University policy; negotiate with vendors when contract documents contain language inconsistent with University policy; assist Assistant Director in monitoring SACL contracts and ensure proper payment and applicable renewals happens in a timely manner.

Purchasing/AP functions

  • Oversee, review and assist with SACL staff purchase requests, and other business requests to ensure compliance with University policies and procedures; ensure proper financial approvals are followed; assist with procurement process by: responding to general inquiries from both University staff, students, and vendors, i.e. including purchase order status, assisting new vendors in the process necessary for establishing a vendor code; assembling attachments for purchase orders for Procurement including quotes, justifications, and contracts;  serve as divisional receiver for BuyWays.
  • Review submitted purchases requests for good and services in order to determine purchasing contract compliance; maintain familiarity with Massachusetts Higher Education Consortium (MHEC) contract along with university contracts; verify pricing match contract parameters and take appropriate action.
  • Verify receipt of goods, process/submit invoices, verify invoice matches PO/contract, ensure timely payment to vendors and handle vendor and staff inquiries.

General duties for all purchasing transactions

  • Maintain appropriate documentation for purchasing, travel reimbursements, and payables in order to meet audit and operations requirements; as requested, compile reports and provide information as necessary by accessing the PeopleSoft and BuyWays systems, as well as departmental records; respond to audits as required.
  • Serve as liaison between vendors, staff, Unified Procurement Service Team, and the Controller’s office to ensure compliance with University regulations; resolve discrepancies as they arise.
  • Maintain current knowledge of University purchasing and accounts payable policies, procedures, documentation. 

Administrative Duties

  • Ensure timely and appropriate closing of open purchase orders by running bi-monthly open purchase order reports to find errors; contacting SACL division members to confirm delivery receipt of goods and services; work with outside vendors to obtain correct invoices and/or credit memos. 
  • Supervise SACL Finance student staff by posting, interviewing, hiring, training, assigning and scheduling work; conduct student staff and supervisory meeting; approve weekly time submissions; ensure compliance with university student payroll policy; maintain supervisory documentation according to department procedure; maintain student employee handbook.
  • Manage the SACL cellular device program for SACL; update cell phone database and serve as liaison between SACL and Telecom in adding, modifying, or deleting lines and purchasing equipment; ensure device enrollment in campus cellular management system; ensure compliance with University data and property management of cellular devices. 
  • Maintain and publish vendor lists for the division of Student Affairs.
  • Prepare the renewal of yearly lease, rental and maintenance agreements for SACL equipment including, but not limited to copiers, water filtrations stations and storage units.
  • Act as back-up for bank card duties in the absence of a SACL Finance Matrix purchasing team member.

Departmental Duties

  • Participate in regular staff meetings; serve on university committees, team or other groups related to SACL Finance Matrix business functions with Assistant Director’s approval.
  • Monitor staff and student compliance with policy and provide feedback in order to enhance the operation of SACL Finance; provide status information on individual transactions and requests to identify bottlenecks and propose solutions; assist and participate in the development of training workshops for student and SACL staff.
  • Work with the Assistant Director in the ongoing improvement and documentation of business processes and resources for SACL Finance; assist in the creation and maintenance of templates and forms and other technologies available, such as BuyWays, DocuSign, etc. 
  • Prepare procedures manual pertaining to duties.
  • Perform other duties as assigned or required to meet Division and University goals and objectives.

 

Other Functions

  • Excellent organizational ability, ability to handle many tasks simultaneously and effectively.
  • Ability to establish and maintain harmonious working relationships with persons from varied backgrounds; ability to work in a team setting.
  • Ability to deal tactfully with others, exercise sound and independent judgment and exercise discretion in handling confidential information.
  • Ability to understand and carry out oral and written instructions.
  • Familiarity with spreadsheet, word processing and database packages.
  • Ability to work in a highly computerized environment.
  • Ability to exercise sound judgement in assessing compliance with policy where staff and/or students’ demands conflict with the University.
  • Ability to communicate effectively in writing and verbally. 

 

Minimum Qualifications (Knowledge, Skills, Abilities, Education, Experience, Certifications, Licensure)

  • High school diploma or equivalent  
  • One (1) year of direct purchasing experience as a buyer or similar capacity required.
    • Associate’s degree or higher (in business or related financial field) may be substituted for the required experience.
  • Customer service experience
  • Excellent organizational ability, ability to handle many tasks simultaneously and effectively.
  • Ability to establish and maintain harmonious working relationships with persons from varied backgrounds; ability to work in a team setting.
  • Ability to deal tactfully with others, exercise sound and independent judgment and exercise discretion in handling confidential information.
  • Ability to understand and carry out oral and written instructions.
  • Familiarity with spreadsheet, word processing and database packages.
  • Ability to work in a highly computerized environment.
  • Ability to exercise sound judgement in assessing compliance with policy where staff and/or students’ demands conflict with the University.
  • Ability to communicate effectively in writing and verbally. 
  • Ability to create electronic worksheets, documents, and forms.
  • Working knowledge of relevant procurement laws, policies, and practices.
  • Ability to supervisor student employees.

 

Preferred Qualifications (Knowledge, Skills, Abilities, Education, Experience, Certifications, Licensure)

  • Knowledge of University and SACL rules, policies, procedures and requirements.
  • Computer skills for development of spreadsheets.
  • Knowledge of current University financial processing/reporting system software, i.e. PeopleSoft, Summit Reporting systems and BuyWays Procurement system.

 

Physical Demands/Working Conditions

Typical office environment

 

Work Schedule

Monday – Friday 8:30-5:00 pm

 

Salary Information

Grade 15

 

Special Instructions to Applicants

Along with your application, please submit a cover letter, resume and the names of three professional references.

 

UMass Amherst is committed to a policy of equal opportunity without regard to race, color, religion, gender, gender identity or expression, age, sexual orientation, national origin, ancestry, disability, military status, or genetic information in employment, admission to and participation in academic programs, activities, and services, and the selection of vendors who provide services or products to the University.  To fulfill that policy, UMass Amherst is further committed to a program of affirmative action to eliminate or mitigate artificial barriers and to increase opportunities for the recruitment and advancement of qualified minorities, women, persons with disabilities, and covered veterans.  It is the policy of the UMass Amherst to comply with the applicable federal and state statutes, rules, and regulations concerning equal opportunity and affirmative action.

Advertised: Eastern Standard Time
Applications close: Eastern Standard Time

Back to search results Apply now Refer a friend

Share this:

| More

The University of Massachusetts is an Equal Opportunity/Affirmative Action, Title IX employer. All qualified applicants will receive consideration for employment without regard to race, sex, color, religion, national origin, ancestry, age over 40, protected veteran status, disability, sexual orientation, gender identity/expression, marital status, or other protected class.