HCSS Acquisition Associate

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 / CRITICAL TASKS

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 Wo