Purchasing Clerk Intermediate

University of Michigan; Ann Arbor (MI); On-site; USD 52,000 - 68,000; Full time

Job summary

University of Michigan’s College of Literature, Science, and the Arts (LSA) is seeking a Purchasing Clerk Intermediate to support procurement for LSA units. The role involves processing purchase orders and invoices, supplier coordination, and ensuring compliance with university policies.

As part of the LSA Procurement Team, you will interact with faculty, staff, and students, manage system reports, and strive for continuous improvement in purchasing processes.

Qualifications

• High school diploma or equivalent.
• 2+ years of experience.
• Detail-oriented with excellent verbal and written communication.

Responsibilities

• Purchase Order and Invoice Processing using UM systems and OPS, ensuring timely processing and compliance.
• Activity Follow-up: run reports, monitor back orders, document progress in OPS.
• Provide excellent customer service to faculty, staff and students; respond timely and courteously.

Skills

Attention to detail

Verbal communication

Written communication

Organizational skills

Multitasking

Customer service

Teamwork

Computer skills

Education

High school diploma or equivalent

Tools

M-Pathways knowledge

Procurement policies

Job description

A cover letter is required for consideration for this position and should be attached as the first page of your resume. The cover letter should address your specific interest in the position and outline skills and experience that directly relate to this position.

Job Summary

Since 1841, the College of Literature, Science, and the Arts (LSA) has been the heart of The Michigan Difference, educating young leaders through a rich liberal arts curriculum and creating new knowledge through world-class research and scholarship. We offer more than 100-degree programs in over 82 academic departments and programs. Every LSA program is among the best in the U.S. with more than 40 programs in the top 10 and 5 programs are the best in their fields. Our alumni network is over 200,000 living LSA graduates and 90% of our seniors go on to enter the workforce or attend graduate school. Learn more about LSA at http://www.lsa.umich.edu/.

As part of the largest College at the University of Michigan, LSA Finance employs more than 80 staff who provide financial, procurement, and research administration support to over 100 units. We are currently seeking well-qualified applicants for a Purchasing Clerk Intermediate role to provide procurement support services for LSA units. The purchasing clerk is a key member of the LSA Procurement Team, who partner with faculty, staff and students to procure goods and services for the college. As one team, the analysts, business office staff, and procurement staff work together as the financial resource for assigned units.

Responsibilities*

Purchase Order and Invoice Processing

• Using a procedural approach, place orders via various UM proprietary systems (ePro, PCcard, marketsite) for purchases or payments entered into the LSA Online Purchasing request system (OPS) or other methods as needed. Monitor purchasing activity, assess order roadblocks, submit contract requests, identify potential delays or shipping issues, keep team lead and requester informed. Verify procedures, practices, and policies are properly followed in terms of department, school, University or outside agencies' requirements. Effectively and efficiently process requests in a timely manner in compliance with fulfillment goals and other deadlines as directed.

Activity Follow-up

• Regularly run system reports, review comment reports, monitor back orders, resolve unfulfilled orders or unpaid invoices. Provide adequate documentation and communication to requesters as order or invoice progresses through the various steps until completion. Attach emails or other support documents in OPS. Reconcile PCards, open encumbrances. Perform other responsibilities as assigned.

Customer Service

• Strive for timely responses, provide adequate answers or alternatives which leave the requester satisfied and confident in ability to handle their situation. Provide a pleasant, courteous, non-confrontational approach in assisting faculty, staff and students. Strive to be self-aware and an active listener who is willing to readily assist requesters with resolving purchase or payment needs.

Supplier sourcing and policy compliance

• Determine best method to procure, advise requester of options when warranted, work with SSC to create and update supplier records. Coordinate with appropriate parties to accomplish tasks, monitor and assure department protocols or other guidelines/restrictions are followed. Perform timely follow-up, document emails/comments in LSA On-line Purchasing system (OPS).

Interpersonal Communications & Interactions

• Assess the audience to adapt approaches in terms of manner and level of information to ensure clear and concise responses. Self-identify impact on team members with regards to attendance, coverage and workloads. Identify areas where specific assistance is needed to improve performance of the office as a whole. Attend and/or participate in training which broadens understanding and enhances the work experience, LSA Finance meetings, etc.

Lean and Continuous Improvement

• Actively participate in daily team meetings, identify and share opportunities for improvement and lead projects related to continuous improvement.

Required Qualifications*

High school diploma or equivalent is necessary. 2 or more years of experience. Attention to detail and accuracy is essential; excellent verbal and written communication skills; strong organizational skills; able to multitask, set priorities and work independently as well as part of a team with a strong commitment to providing excellent customer service; ability to work effectively with a diverse group of faculty, staff and students; computer competency for word-processing, spreadsheets, database, and data retrieval programs in a file-server environment. Duties and tasks are varied and may be somewhat complex.

Desired Qualifications*

Clear knowledge of the University's M-Pathways systems and Procurement policies and procedures.

Modes of Work

Positions that are eligible for hybrid or mobile/remote work mode are at the discretion of the hiring department. Work agreements are reviewed annually at a minimum and are subject to change at any time, and for any reason, throughout the course of employment. Learn more about the work modes .

Additional Information

As one of the world's great liberal arts and sciences colleges, LSA pushes the boundaries of what is understood about the human experience and the natural world, and we foster the next generation of rigorous and empathetic thinkers, creators, and contributors to the state of Michigan, the nation, and the world.

The mission of the University of Michigan is to serve the people of Michigan and the world through preeminence in creating, communicating, preserving and applying knowledge, art, and academic values, and in developing leaders and citizens who will challenge the present and enrich the future.

The University of Michigan conducts background checks on all job candidates upon acceptance of a contingent offer and may use a third party administrator to conduct background checks. Background checksare performed in compliance with the Fair Credit Reporting Act.

Application Deadline

Job openings are posted for a minimum of seven calendar days.The review and selection process maybegin as early as the eighth day after posting.Thisopening may be removed from posting boards and filled any time after the minimum posting period has ended.

U-M EEO Statement

The University of Michigan is an Equal Opportunity Employer. We are committed to providing an environment of mutual respect where equal employment opportunities are available to all applicants, including protected veterans and individuals with disabilities.