The primary purpose of this job is to prepare data in support of the best price, delivery, and quality on low dollar value purchases and perform various clerical and administrative tasks within the Purchasing Office. Is responsible for sourcing and completion of Purchase contracts for an assigned list of commodities, supplier management including expediting, negotiating, and problem solving, maintaining commodity files, answering inquiries from faculty and staff and suppliers, and special assignments as directed by the Manager of Purchasing Services.
1.
Reviews Purchase Requisitions on assigned commodities and determines the appropriate acquisition process to insure that the University is receiving the best combination of price, quality, service, and delivery. Evaluates competitive quotes, negotiates purchasing issues, determines the proper Goods and Services and Provincial Tax status on purchases, signs purchase orders, and manages supplier relationships on assigned commodities.
2.
Is authorized to purchase assigned goods and services valued up to $25,000.00 CDN (freight and taxes extra).
3.
Assists faculty and staff in the preparation of Purchase Requisitions by obtaining product information, quotations, and identifying alternate sources. Advises and recommends to sources of supply to University staff and faculty based on experience.
4.
Administers the Low Value Purchase Order System.
5.
Maintains the purchasing data portion of the supplier database in the Datatel Purchasing
Module.
6.
Reviews the status of blanket orders and alerts the responsible buyer when blanket orders require additional funds or updated quotes.
7.
Performs basic administration of customs clearances on assigned purchases i.e. permission to clear, account number assignment.
8.
Under the guidance of the Buyer and/or Purchasing Manager, inputs additions and deletions to Fixed Asset database for all equipment purchases.
9.
Acts as backup to the Buyer.
Job Number: SO-272 Page 1 of 4 Last updated: July 26, 2007

10.
Reviews the open order report at regular intervals and takes the appropriate action to expedite the timely receipt of goods.
11.
Negotiates with the supplier for the return of incorrect, unacceptable goods, or damaged goods. Arranges to have Physical Resources personnel remove the goods from University property and place with the appropriate carrier.
12.
Maintains an inventory of purchasing and accounts payable procedures/policies for distribution on request; maintains Supplier Data Records for the Purchasing Office.
13.
Orders and maintains an adequate inventory of stationery supplies for the Financial Services
Office.
14.
Co-ordinates VISA procurement card reporting hierarchy, application process and compliance issues.
15.
Completes miscellaneous assignments as requested by the Manager of Purchasing.
Indicate degree of complexity or difficulty of thinking and reasoning required by the job. Provide a relevant work example that is typical of roles and responsibilities of the job (i.e. not an occasional duty).
Indicate the degree of freedom to exercise initiative or act independently in making day- to-day decisions.
Provide a relevant work example that is typical of roles and responsibilities of the job (i.e. not an occasional duty).
Indicate the impact or consequence to the department or University of typical actions or decisions taken by the job incumbent. Provide a relevant work example that is typical of roles and responsibilities of the job
(i.e. not an occasional duty).
College Diploma (2 year) in a business-related field.
Enrolment in and completion of a minimum of Level I in PMAC’s Professional Development
Program required.
1.
A minimum of two years purchasing experience preferably in a computerized environment, some of it in a public institution; enrolment in and completion of a minimum of Level I in
PMAC’s Professional Development Program (or current equivalent) required.
2.
Or a reasonable equivalent combination of education and experience.
3.
General knowledge of Provincial Sales Tax and Good and Services Tax regulations required; general knowledge of Canada Customs regulations; specific knowledge of buying techniques
(e.g. ABC Analysis, Quantity Discount Analysis, Systems Contracting, etc.).
4.
Excellent computer skills including Word, Excel, Access and internet use.
5.
Demonstrated ability in flexible problem solving.
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6.
Demonstrated ability to work independently, as well as function as a team player.
7.
Effective communication skills.
Indicate whether the incumbent is directly or indirectly responsible for the work of others. Provide the title of the position(s) as well as an example of how the incumbent is responsible for the work of others on a daily basis. Specifically, indicate whether the position has responsibility for hiring and supervision of student workers.
Direct Responsibility
Internal:
Students and their families, supplying information and directions
Staff and faculty, to exchange information regarding supplies ordered
Staff and faculty, explain and interpret contract clauses, University procedures and policies
Staff and faculty, counsel and advise regarding supplies
Staff and faculty, negotiating of supplier contracts
External:
Suppliers, ordering, expediting product information
Suppliers, discussing and clarification of contract clauses
Suppliers, negotiating of supplier contracts
Buyers in other Public Institutions, discussing supplier information
Fine Motor Skills/Dexterity - Data entry input, operation of calculator
Hearing, reasoning skills - Reasoning and listening skills required to reply to inquiries over the telephone and in person
Visual, sensory distinction - Required to read handwritten purchase requisitions, ensuring correct products are ordered
Mental:
Sustained concentration - Required when problem solving over the telephone or in person
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Focus and sensory effort - Required to interpret written purchase order requisitions and detailed contracts; constant interruptions increase effort required
Physical:
Sitting - Keyboarding an d handling of paperwork while at workstation
Bending and reaching - Retrieving files from file cabinets or book shelves
Walking, standing, lifting, carrying - Physical effort required when moving office supplies within the Finance Dept i.e. boxes of printer paper
Physical:
Constant repetitive motion - Data entry for lengthy periods of time can cause back strain and eye strain
Psychological:
Dealing with angry, confrontational people - Required to respond to irritated suppliers re: late payment of their invoices
Complaints/criticism - Responding to staff complaints re: short shipments, delayed shipments and incorrect products
Deadlines/time pressures - Pressure of meeting deadlines i.e. closing of month-end and year-end, bi-weekly cheque runs
indicating that the job description has been read and understood:
Job Number: SO-272 Page 4 of 4 Last updated: July 26, 2007