HCSS Acquisition Associate

UTMB School of Health Professions; Galveston (TX); On-site; USD 60,000 - 80,000; Part time

Job summary

A leading educational institution in Texas is seeking a Purchasing Assistant to manage requisitions and purchase orders. Responsibilities include processing orders, ensuring compliance with regulations, and assisting in outreach programs. Ideal candidates should possess a High School Diploma and have two years of office experience with strong organizational and communication skills. This is a contract position without benefits.

Qualifications

• 2 years work experience in an office environment.
• Demonstrates telephone professionalism and etiquette.
• Ability to create documents utilizing software packages.

Responsibilities

• Processes noncompetitive requisitions issuing purchase orders.
• Records, opens, and tabulates invitations to bid.
• Corresponds with involved parties to assure orders are timely.

Skills

Basic accounting skills

Good organizational skills

Good verbal communication skills

Good time management skills

Basic problem resolution skills

Education

High School Diploma or equivalent

Tools

MS Word

Excel

Access

Job description

Overview

JOB SUMMARY:

To provide basic advisory, technical, and administrative skills necessary to acquire supplies, equipment and services required by the institution in compliance with applicable laws, rules, regulations, policies and procedures. Primarily responsible for acquiring routine supplies, equipment and services on a non-competitive/spot market basis. This Job Title is exclusive to the UTMB Purchasing Department.

Major Duties / Responsibilities

• Processes noncompetitive requisitions issuing purchase orders in accordance with appropriate rules and regulations utilizing an on-line purchasing system.
• Records, opens, and tabulates invitations to bid utilizing on-line purchasing system.
• Corresponds with parties involved to assure that orders, payments, shipping, and deliveries are timely and in order.
• Resolves discrepancies between purchase orders and invoices, delivery dates, delays, damages, and rejections.
• Assists customers and suppliers in problem resolution; providing general information regarding purchasing policies, procedures and processes
• Assists in outreach and educational programs related to Historically Underutilized Businesses
• Analyzes financial data and initiates appropriate action when necessary.
• Assists in proactively facilitating the resolution of customer issues.
• Coordinates compliance with all applicable UTMB, State, and Federal rules and regulations.
• Assists in the development of office record keeping systems.
• Responsible for data entry including the creation, retrieval, and/or update of electronic files checking and verifying the correctness and completeness of data entered.
• Files and maintains purchasing (i.e., orders, bids, contracts, and payment data), reports, correspondence, and other documents in accordance with the current Record Retention Schedule.
• Compiles data for necessary reports. Interacts regularly with people at a variety of levels inside and/or outside the Process.
• Handles routine inquiries regarding policies, procedures, and operations of the process area.
• Assists, recommends, and facilitates the collaborative development of team process change, new programs, and operational planning. Coordinates compliance with all applicable UTMB, State, and Federal rules and regulations.
• Performs miscellaneous clerical duties such as answering the telephone, making copies, filing, faxing, and maintaining area bulletin boards
• Maintains & reports service/process area outcomes.
• Stays current and adheres to applicable laws, rules, regulations, policies and procedures.
• Adheres to internal controls and reporting structure.
• Performs related duties as required.

Required Education / Experience

High School Diploma or equivalent plus 2 years work experience in an office environment.

Knowledge, Skills and Abilities

• Basic accounting skills.
• Working knowledge of a personal computer.
• Demonstrates telephone professionalism and etiquette.
• Good organizational skills.
• Ability to create documents utilizing word-processing, database, and spreadsheet software packages (e.g., MS Word, Access, Excel)
• Good proofreading skills.
• Good verbal communication skills.
• Basic problem resolution skills.
• Good time management skills

Equipment

Standard office equipment.

Working Environment

Standard office environment.

Other

Specific job requirements or physical location of some positions allocated to this classification, may render this position security sensitive, and thereby subject to the provisions of Section 51.215, Texas Education Code.

*This is a contract position through Healthcare Systems Staffing (the UTMB in-house staffing agency). Therefore, no benefits are associated with this position.

Compensation

• Hiring Range: 22.00