Classification Description

Employees Human Resources – Classification Compensation

Classification Description

This is a description of a staff position at the University of Wyoming, not a job opening announcement. Current job openings can be found at the Prospective Employees page. The following statements are intended to describe the general nature and level of work being performed. They are not intended to be construed as an exhaustive list of all responsibilities required.

Buyer Assistant

Reports to: Designated Supervisor

UW Job Code: 4072

UW Job Family: 42

SOC Code: 13-1022

Pay Grade: 17

Date: November 06, 2006

Job Purpose:

Assist in purchasing and expediting requested supplies, equipment and other materials for University departments.

Minimum Qualifications

Education:

High School Diploma or GED

Experience:

2 years work-related experience

Knowledge, Skills, and Abilities

Knowledge of:

• Purchasing functions.
• University accounting procedures.
• Cost analysis techniques.
• Research methods and techniques.
• University policy interpretation and implementation regarding bid procedures.
• Customer service methods, techniques and practices.
• Dispute settlement methods and techniques.
• Bid development based on research and provided information.
• New products and developments in area of expertise.
• Departmental needs in area of buying function.
• Advanced techniques in spreadsheets and databases.

Skills and Abilities to:

• Effectively assess customer needs.
• Investigate and analyze information and to draw conclusions.
• Analyze purchasing requests/orders for compliance with institutional procedures and the Wyoming state procurement code.
• Document work in progress.
• Interpersonal skills and the ability to work effectively with a wide range of constituencies in a diverse community.
• Evaluate procurement bids in accordance with established criteria.
• Prepare bids, request for quotes, and proposals in compliance with University business policies and the Wyoming procurement code.
• Maintain accurate and complete records.
• Use independent judgment and to manage and impart confidential information.
• Resolve customer complaints and concerns.
• Analyze and solve problems.
• Communicate effectively, both orally and in writing.
• Foster a cooperative work environment. 

Characteristic Duties and Responsibilities

Essential Functions:

Assist in developing and preparing bid specifications for requested materials and equipment based on information from trade journals, manufacturers' catalogs and sales representatives; prepare bids and/or contracts.

Assist University personnel with gathering information about suppliers, manufacturers, and the like; interpret University policies and regulations concerning bid procedures.

Determine potential vendors, place orders, maintain vendor information, and provide administrative assistance.

Expedite orders for department(s) to ensure timely delivery; expedite payments for vendors/suppliers; settle disputes including unsatisfactory merchandise, shipping, and payment problems. 

Supplemental Functions:

Research new product development for most effective and satisfactory merchandise.

May consult with departments in order to help develop a thorough analysis of supplies and equipment needs. 

Working Conditions:

No major sources of discomfort, standard office environment.

Distinguishing Features:

Buyer Assistant: Assists all levels of Buyers in purchasing functions, acts as expediter for purchases, provides daily data entry of purchase requisitions, and provides other administrative support.

Buyer: Performs a wide variety of Buying functions including; making independent judgments, which may commit a significant amount of resources for the University. Interprets University policies and regulations concerning bid procedures. Purchases a wide variety of products and commodities.

Buyer, Senior: Acts as a senior level authority for purchasing decisions. Acts as a liaison between the customer and vendor to facilitate the buying process. Purchasing functions pertain to technical research equipment or specialized equipment, materials and supplies, which require a high level of expertise and knowledge.

Buyer/Area Supervisor: Supervises an area of responsibility and performs the functions of a Buyer. Manages a significant level of inventory. Negotiates prices and contracts with vendors. Purchases a wide variety of products and commodities.

Authorized by Classification/Compensation, Human Resources

Employees may be requested to perform job-related tasks other than those specifically presented in this description. Participating in the University's hazardous waste minimization program is part of the job of each employee who uses (or may come in contact with) hazardous materials. Fair Labor Standards Act (exempt/non-exempt) is designated by position. University of Wyoming actively supports Americans with Disabilities Act and will consider reasonable accommodations.