Procurement Assistant

Note for Current UM Employees

Current employees must apply internally via ConnectU > connectu.olemiss.edu

The University of Mississippi

"The University of Mississippi — fondly referred to as Ole Miss — stands as a premier public research institution with a proud legacy of academic distinction. We are devoted to nurturing a vibrant, inclusive community where every member — student, faculty, and staff — can achieve their fullest potential.”

Department Summary

Our Procurement team works with virtually every department on campus. The Procurement team is a hard working and collegiate office culture with a focus on customer service and attention to detail.

Role Specifications

Below you will find classification and compensation information.  For additional details behind the University of Mississippi classification system please visit Human Resource Compensation Page

Family -  Finance

Sub-Family - Procurement

Career Track / Level - O2

Grade - 3

Min Mid Max $16.94 $21.18 $25.42

Role Summary

This position coordinates and participates in complex clerical duties of a specialty area within the Office of Procurement Services. Incumbent creates and approves vendor material masters, purchase requisitions, quotations, and bids; approves and issues purchase orders; processes payment vouchers; and/or processes checks for payment of services. The incumbent also provides guidance to other departmental buyers across campus.       

Examples of Work Performed

• Processes/verifies/validates/approves travel authorizations, advances and reimbursements to employees for all institutional travel, ensuring the adherence to university and state travel policies, procedures and laws.
• Reconciles travel reimbursement vouchers against travel advances, processing payroll deductions as needed. 
• Uses knowledge to train and/or assist departmental buyers campus-wide. Answers general questions relating to the Materials Management Module in SAP.  
• Sends out vendor applications.  Uses application data to create a vendor file. Answers departmental and vendor related questions regarding payment issues, invoices, orders, deliveries, and cancellations.
• Processes payments to vendors by request for payment, consultant forms, and purchase orders. 
• Generates purchase orders from requisitions; verifies prices, budget category, and G. L. codes; makes corrections as necessary; and notifies departments of any discrepancies.  
• Performs a variety of clerical accounting tasks involved in maintaining financial records and processing procurement transactions. 
• Performs similar or related duties as assigned or required. 

Essential Functions

These essential functions include, but are not limited to, the following.  Additional essential functions may be identified and included by the hiring department.

1. Drafts, organizes, updates and disseminates formal procurement records and purchase orders to the appropriate entities according to established guidelines and procedures.
2. Answers questions or provides information regarding purchasing to various individuals and groups based on set material or standards.
3. Ensures goods and services are received and distributed in a timely manner.

Minimum Education/Experience

Education: High School or Equivalent

Experience: (2) Two Years Experience

Substitution Statement: An equivalent combination of related experience and education may be considered for this role. Substitutions of the required experience or education will be assessed on a 1:1 substitution basis.

Preferred Qualifications

Please include a resume and cover letter.

EEO Statement

The University of Mississippi provides equal opportunity in any employment practice, education program, or education activity to all qualified persons. The University complies with all applicable laws regarding equal opportunity and does not unlawfully discriminate against any employee or applicant for employment based upon race, color, gender, sex, pregnancy, sexual orientation, gender identity or expression, religion, national origin, ethnicity, citizenship, age, disability, military status, protected veteran status, genetic information, or any other legally protected status.

Minimum Physical Requirements

Physical Requirements:  These physical requirements are not exhaustive, and additional job-related physical requirements may be added to these by individual agencies on an as needed basis.