Analyzes requisitions checking for proper descriptions, vendor, account numbers and justifications. Reads/edits vendor-provided contracts included with requisitions. Ensures requisitions are in compliance with UF purchasing regulations and policies, relevant State and Federal purchasing rules and best business practices. Reviews sole source forms prior to Associate or Director approval.
Edits, researches and helps draft specifications for Invitations to Bid (ITB) for annual contracts and one-time purchases exceeding the UF regulation bid level. Researches potential vendors (including small and disadvantaged businesses) for ITB response. Assists in identifying opportunities for annual contracts. Confers with using departments regarding current and future requirements and recommends appropriate acquisition method. Solicits and evaluates vendor price quotations. Opens and analyzes ITB. Participates in vendor business review meetings.
Promptly answers phone and email inquiries from university personnel and vendors concerning general purchasing questions, purchasing policy, best practice, bid specifications and resolving purchase-order or requisition-related issues. Maintains high level of customer service for customer departments.
Maintains expertise in assigned commodity areas by attending courses and workshops, visiting vendor facilities and engaging with university stakeholders, technical representatives, manufacturer’s representatives and sales staff. Reviews purchasing trade publications, newsletters and journals, attends professional purchasing association functions to keep up-to-date on new trends, market conditions and improvements to purchasing techniques/procedures.
Performs other duties as assigned by Senior Associate Controller, Director and Associate Director of Purchasing