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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.

Procurement Services Specialist

Reports to: Designated Supervisor

UW Job Code: 4009

UW Job Family: 42

SOC Code: 43-3061

Pay Grade: 15

Date: January 01, 2008

Job Purpose:

Provide administrative support for two buyers, Assistant University Procurement Services Manager and University Procurement Services Manager; prepare bids; maintain budgetary accounts, data entry of requisitions, process p-card information, greet customers, and assist departments with related questions or problems. 

Minimum Qualifications


High School Diploma or GED


2 years work-related experience

Required Licensure, Certification, Registration, or Other Requirements:


Knowledge, Skills, and Abilities

Knowledge of:

  • Computer programs and software in use in the department or area.
  • Records maintenance.
  • Customer service practices
  • Supplies, equipment, and/or services ordering and inventory control.
  • Microsoft Office applications.
  • Bookkeeping
  • University of Wyoming policies and procedures
  • Financial software

Skills and Abilities to:

  • File alphabetically or numerically.
  • Perform basic and routine mathematical calculations (addition, subtraction, multiplication and division).
  • Perform basic and routine records maintenance.
  • Create, compose, and edit basic and routine written materials.
  • Communicate effectively both orally and in writing with a wide range of individuals and constituencies.
  • Perform entry-level research.
  • Analyze and solve basic and routine problems.
  • Develop and maintain basic and routine recordkeeping systems and procedures.
  • Use a personal computer and associated financial.
  • Interpret university policies and procedures.
  • Perform basic and routine bookkeeping procedures.
  • Perform receptionist duties.
  • Prepare and print basic and routine correspondence, and mailing lists.
  • Work as a team member and foster a cooperative work environment.

Characteristic Duties and Responsibilities

Essential Functions:

Data entry of all university purchase requisitions into financial software which includes requester, shipping and billing information, vendor, budgetary data, product information, pricing and special instructions.

Prepare bid documents for mailing or faxing for two buyers, Assistant University Procurement Services Manager and University Procurement Services Manager.

Coordinate University Procurement card process such as: notify potential cardholders of upcoming trainings; order new cards weekly from the bank provider; create cardholder profile in financial software; process card information received from bank provider financial software, prepare cardholder support documentation; notify reconcilers of cardholder information enabling them to reconcile monthly transactions for department cardholders; update renewal card information and notify reconcilers for pickup of card; and send card cancellation letters to cardholders.

Provide customer services such as receive incoming calls; greet and assist walk-in customers; train and answer questions for departments on use of financial software and purchasing policies; assist vendors, faculty, staff or the general public on questions concerning requisitions, purchase orders, bids or the university in general. 

Working Conditions:

No major sources of discomfort; standard office environment. Regular exposure to video terminal displays.

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.

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