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Purchasing Associate

University of Wisconsin

  • Location: Madison, WI
  • Post Date: 2/12/2020
  • Job Type: FULL TIME

Position Summary:

This position is assigned in the Physical Plant Stores operation. The Stores operation covers eight separate shops: Electrical, Plumbing, Carpenter, Machine, Steamfitter, Garage, Locksmith, and Custodial. there is a corresponding storeroom for each shop. The aggregate inventory is at $3 million dollars. The number of purchase orders generated is in excess of ten thousand per year. Responsibilities include, but are not limited to: Preparing complete simplified bids for orders less than $5,000--if the order is over $5,000, process the simplified bids for the purchasing agent; process orders for project-specific products requested by shop staff; orders for stores inventory from requests generated by the automated inventory system, and manual inspection as required. Receive, manage and distribute project-specific and inventory-related orders; inventory and issue stock items, tools and supplies from inventory. Maintain records and prepare reports using the automated inventory system, and provide shop staff with the output data. Provide product information, guidance and training.

The University of Wisconsin-Madison, Physical Plant, is committed to the highest standard of customer relations principles for its customers, fellow staff members, students, and visitors. Staff will serve as role models by practicing exemplary behaviors when working with customers and fellow staff members.

Principal duties:

65% A. Process Project-Specific and Inventory Related Orders
1. Receive requests for material on parts request form. Review department requests for purchase (requisition) for complete specifications and determine appropriate purchasing process.
2. Maintain a contract publication file to review in order to verify product availability on contract.
3. Prepare complete simplified bids for orders less than $5,000; for orders over $5,000 process the simplified bids for purchasing agaent to review and approve.
4. Procure project-specific and inventory related material, obtaining price quotations, issuing releases against purchase orders and credit cards for supplies and equipment. Determine inventory replenishment needs of the storeroom.
5. Maintain and update automated cost and pricing systems.
6. Communicate with Purchasing Department to verify existing vendor contracts.
7. Coordinate with shop staff and vendor delivery timetables. Take responsible action for solving subsequent problems and answering related questions to expedite orders.
8. Depending on department, coordinate with vendors and staff for the repair of tools and equipment.
9. Keep supervisor informed on progress.

10% B. Receiving
1. Inspect incoming items to ensure complete and undamaged shipments. Operate forklift to load/unload equipment or materials as necessary.
2. Accept or reject items as required and communicate information to Purchasing as needed.
3. Record receipt of material on purchase orders and make price computations.
4. Update receipt information on CMMS (Computer Maintenance Management System).
5. Return incorrect orders to vendors using RMA (Return Material Authorization) system.
6. Maintain proper inventory, receipt and issue records.
7. Notify shop personnel of material receipt and ready for pickup.

10% C. Disbursements
1. Receive and process orders for over-the-counter sales from craftsworkers for stock items.
2. Disburse stock items as required by craftsworkers using stores charge forms.
3. Analyze warehouse space and related material requirements. Make information available to Stores Supervisor.
4. Assist in development of efficient storage of stock items and related material.
5. Charge material issued.
6. Receive orders by telephone from craftsworkers on job sites. May need to pick up and deliver stock items or material to the site as needed. This delivery generally requires driving to and from the sites.
7. Monitor and adjust inventory reorder points to ensure timely replenishment of inventory items.

10% D. Maintenance of Inventory and Records through use of Computer and Manual Systems.
1. Review system output for accuracy and completeness.
2. Review purchase orders, receipts, issues, and credits to verify proper adjustment to computer records.
3. Conduct periodic cycle counting of shop inventory to ensure that the inventory is completed as instructed. Assist co-workers with complete physical inventory counts in the various shops as necessary.
4. Perform inventory maintenance adjustments as result of periodic cycle counting, or as needed.
5. Perform any required computer word processing functions.

5% E. Administration and Training
1. Attend regularly scheduled Stores meetings. Provide various reports as requested.
2. Obtain, review and distribute product literature and information to shop staff.
3. Provide guidance and training to co-workers, L.T.E.'s and students.
4. Effectively coordinate workload with co-workers.
5. Establish and maintain favorable relationships with co- workers, vendors, departmental staff, and others.
6. Provide various reports as requested.
7. Perform other tasks, duties and assignments as requested by supervisor.

For more information, or to apply, visit www.jobs.wisc.edu & search for Vacancy ID#220133. Must apply online with a cover letter and resume. Contact Dawn Bierman at dawn.bierman@wisc.edu. Application deadline is February 21, 2020.

UW-Madison is an affirmative action/equal employment employer and we encourage women, minorities, veterans, and people with disabilities to apply.

University of Wisconsin