POSITION DESCRIPTION
TITLE:
FLSA STATUS:
Purchasing Customer Service
Specialist
Non-exempt
CATEGORY:
Classified
GRADE:
D
JOB SUMMARY: Follow-up and ensure purchase and service orders are delivered in a timely manner;
track and log deliveries and resolve any delivery issues. Assist college departments with delivery inquiries
and establish effective working relationships with internal and external customers.
ESSENTIAL FUNCTIONS:
YEARLY
PERCENT OF
TIME
45%
1.
Assist the College staff by facilitating and ensuring purchase and service orders
are delivered in a timely manner. Help minimize the order waiting time by
following-up and working with suppliers and resolving any issues. Frequently
running delivery reports to track deliveries and inputting delivery information on
the college purchasing database system until deliveries are finalized. Required to
expedite critical College deliveries when necessary. Collaborate and establish
working relationships with internal and external customers and assist the Buyers
with any delivery issues.
2.
Work with and coordinate deliveries with District’s Shipping and Receiving
Department. Discuss defective or unacceptable delivered goods, incomplete
delivery orders or any other delivery issues that arise and resolve by taking
corrective action.
25%
3.
Generate year-end report and other periodic reports as needed. Handle inquiry
calls from college departments; resolve problems; research special needs and
answer questions concerning specific orders.
15%
4.
Maintain the Purchasing & Contract Management Department website to ensure
updated information is reflected at all times.
10%
5.
Perform other duties as assigned.
5%
REPORTING RELATIONSHIP: Director, Purchasing & Contract Management
ESSENTIAL QUALIFICATIONS:
EDUCATION: Associate’s degree or equivalent.
EXPERIENCE: Three (3) years related experience.
Effective 7/1/02
Revised 2/23/05 & 3/18/14
Page 1 of 4
SPECIAL SKILLS AND ABILITIES:
1.
Skills/Abilities:
 Familiarity with purchasing and expediting processes, as well as basic accounting
principles;
 Ability to communicate effectively in writing and verbally;
 Ability to apply initiative and innovation in day-to-day tasks;
 Ability to analyze and resolve issues through decision making with minimum
supervision;
 Provide excellent customer service;
 Ability to work in a diverse environment and be sensitive to issues of diversity and
inclusion.
2.
Equipment Used: Personal Computer and other equipment associated with a general office
environment.
3.
Software Used: A variety of database, spreadsheet, email, and word-processing software, e.g.
Microsoft Office and Banner Enterprise Resource Planning system, SharePoint (used to
update department website information).
PHYSICAL REQUIREMENTS:
The physical demands described here are representative of those that must be met by an employee
to successfully perform the essential functions of this job.
While performing the duties of this Job, the employee is regularly required to sit; use hands to
handle or feel; and talk or hear. The employee is frequently required to reach with hands and arms.
The employee is occasionally required to stand; walk and stoop, kneel, crouch, or crawl. The
employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up
to 25 pounds. Specific vision abilities required by this job include close vision, distance vision,
color vision, peripheral vision, depth perception and ability to adjust focus.
INTERPERSONAL SKILLS:
Alternative or combined skills in understanding and/or influencing people are important in
achieving job objectives, causing action, understanding others, or changing behavior; and, skills of
persuasiveness or assertiveness, as well as sensitivity to the point of view of others.
WORKING CONDITIONS:
The work environment characteristics described here are representative of those an employee
encounters while performing the essential functions of this job. The noise level in the work
environment is usually moderate.
Effective 7/1/02
Revised 2/23/05 & 3/18/14
Page 2 of 4
POSITION TITLE:
Purchasing Customer Service Specialist
PHYSICAL REQUIREMENTS & WORKING CONDITIONS: The physical demands and work
environment factors described below are representative of those that must be met by an employee to
successfully perform the essential functions of this job.
PHYSICAL ACTIVITIES:
None
Stand
Walk
Amount of Time
Under 1/3
1/3 to 2/3
X
X
Sit
X
X
Use hands to finger, handle or feel
Reach with hands and arms
X
Climb or balance
X
Stoop, kneel, crouch, or crawl
Talk
X
X
X
Hear
Taste
X
X
Smell
WEIGHT and FORCE
DEMANDS:
Over 2/3
None
Up to 10 pounds
Up to 25 pounds
Up to 50 pounds
Amount of Time
Under 1/3
1/3 to 2/3
X
X
Over 2/3
X
X
X
Up to 100 pounds
More than 100 pounds
X
WORK ENVIRONMENT:
Wet or humid conditions(non-weather)
Work near moving mechanical parts
Work in high, precarious places
Fumes or airborne particles
Toxic or caustic chemicals
Outdoor weather conditions
Extreme cold(non-weather)
Extreme hot (non-weather)
Risk of electrical shock
Work with explosives
Risk of radiation
Vibration
None
X
X
X
X
X
X
X
X
X
X
X
X
VISION DEMANDS:
Amount of Time
Under 1/3
1/3 to 2/3
Over 2/3
Required
No special vision requirements
Close vision (clear vision at 20 inches or less)
Distance vision (Clear vision at 20 feet or more)
Color vision (ability to identify and distinguish colors)
Peripheral vision
Depth perception
Ability to adjust focus
Effective 7/1/02
Revised 2/23/05 & 3/18/14
X
X
X
X
X
X
Page 3 of 4
NOISE LEVEL:
Exposure Level
Very quiet
Quiet
Moderate
X
Loud
Very Loud
The intent of this job description is to provide a representative and level of the types of duties and
responsibilities that will be required of positions given this title and shall not be construed as a declaration
of the total of the specific duties and responsibilities of any particular position. Employee may be directed
to perform job-related tasks other than those specifically present in this description.
I certify that I have received a copy of this job description. I have read and understand the duties and
responsibilities of this position.
X
Employee Signature
Effective 7/1/02
Revised 2/23/05 & 3/18/14
Date
Page 4 of 4