Departmental Purchasing Associate

Job Posting Title:

Departmental Purchasing Associate

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Hiring Department:

Applied Research Laboratories

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Position Open To:

All Applicants

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Weekly Scheduled Hours:

40

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FLSA Status:

Non-Exempt

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Earliest Start Date:

Immediately

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Position Duration:

Expected to Continue

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Location:

PICKLE RESEARCH CAMPUS

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Job Details:

Purpose

Provide administrative support to the ARL Purchasing office by using initiative, judgment and working collaboratively with other administrative and engineering staff.

Responsibilities

• Prepare, review, and/or approve RTAs, purchase orders, for UT Market computer purchases, and other procurement documents. Communicate with vendors, other staff, faculty, students, student organizations, Purchasing Office, and UT Accounts Payable by providing consistent, timely, and reliable communication via email or other methods regarding status of approvals, returns, and process changes. Maintains the Procard files and posts information to the Procard Transaction Log as issued by UT Office of Accounting to track charges and assist in voucher preparation. Prepares, submits, and reconciles Procard as required by the UT Accounting.

• Provides prompt, courteous explanations, status information, and advice to internal and external customers via phone, writing and in person. Assist in locating products and services required to meet contractual requirements. Provides pricing for contract cost estimates and planning. Provide advance planning and guidance concerning approvals and procedures. Ensure database provides accurate and current order information.

• Responsible for data entry, retrieval, and use of information from the ARL:UT FOCUS database as well as the UT DEFINE/POINT PLUS System. Responsible for accurate and thorough data entry retrieval and use of information on 1) the ARL:UT database for record keeping, order tracking, and status reporting, and 2) UT DEFINE and POINT PLUS System. Maintains all procedures and policies relating the Bursar desk are accurate and current.

• Acts as Buyer backup, develops sources of supply, secures email and phone quotes for purchases up to $25,000 in accordance with UT, State, and Federal regulations to effect an order. Reviews and evaluates quotes, selects and places prime source orders, and prepares necessary documentation. Provides guidance in the absence of primary Buyers and assists Purchasing Office with emergency and regular orders as required. Is knowledgeable and effectively uses these systems for optimum purchasing, vouchering, and customer service.

• Other related functions as assigned.

Required Qualifications

• Bachelor’s degree and one year of experience at the Administrative Assistant level and one year customer service, or high school graduation or GED and five years of clerical experience, including one year of experience at the Administrative Assistant level, and one year customer service.

• Experience providing successful customer service in person and by phone.

• Ability to communicate effectively with various internal and external customers.

• Demonstrated problem-solving skills.

• Ability to work efficiently and flexibly in a fast paced environment.

• Outstanding organizational and time-management skills.

• Recent strong computer skills in MS Office, Excel, Adobe Acrobat and use of internet.

• Ability to work independently with sensitive and confidential information, maintain a professional demeanor, work as a team member and effectively communicate with diverse groups.

• Able to work under pressure and accept supervision.

• Regular and punctual attendance.

• Equivalent combination of relevant education and experience may be substituted as appropriate.

US Citizen. Applicant selected will be subject to a government security investigation and must meet eligibility requirements for access to classified information at the level appropriate to the project requirements of the position.

Preferred Qualifications

• Knowledgeable in procurement procedures (competitive procurement, value analysis, source selection, and negotiating techniques).

• More than one year of experience as a full time purchaser.

• Preferred applicant would have more than one year of experience with UT, State of Texas, DoD, City Government, or research and development procurement.

• Five or more years of experience with MS Office, Adobe Acrobat, and Internet. Working knowledge of Export Control regulations.

General Notes

An agency designated by the federal government handles the investigation as to the requirement for eligibility for access to classified information. Factors considered during this investigation include but are not limited to allegiance to the United States, foreign influence, foreign preference, criminal conduct, security violations, drug involvement, the likelihood of continuation of such conduct, etc.

Please mark “yes” on the application question that asks if additional materials are required.  Failure to attach all additional materials listed below may result in a delay in application processing.

Visit our website (www.arlut.utexas.edu ) for additional information about Applied Research Laboratories.

Salary Range

$36,500-$46,500/negotiable based on qualifications

Working Conditions

• Standard office conditions

• Repetitive use of a keyboard at a workstation

• Use of manual dexterity

• Some weekend, evening and holiday work

• Possible interstate/intrastate travel

Required Materials

• Resume/CV

• 3 work references with their contact information; at least one reference should be from a supervisor

• Letter of interest

Important for applicants who are NOT current university employees or contingent workers: You will be prompted to submit your resume the first time you apply, then you will be provided an option to upload a new Resume for subsequent applications. Any additional Required Materials (letter of interest, references, etc.) will be uploaded in the Application Questions section; you will be able to multi-select additional files. Before submitting your online job application, ensure that ALL Required Materials have been uploaded.  Once your job application has been submitted, you cannot make changes.

Important for Current university employees and contingent workers: As a current university employee or contingent worker, you MUST apply within Workday by searching for Find UT Jobs. If you are a current University employee, log-in to Workday, navigate to your Worker Profile, click the Career link in the left hand navigation menu and then update the sections in your Professional Profile before you apply. This information will be pulled in to your application. The application is one page and you will be prompted to upload your resume. In addition, you must respond to the application questions presented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.

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Employment Eligibility:

Regular staff who have been employed in their current position for the last six continuous months are eligible for openings being recruited for through University-Wide or Open Recruiting, to include both promotional opportunities and lateral transfers. Staff who are promotion/transfer eligible may apply for positions without supervisor approval.

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Retirement Plan Eligibility:

The retirement plan for this position is Teacher Retirement System of Texas (TRS), subject to the position being at least 20 hours per week and at least 135 days in length.

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Background Checks:

A criminal history background check will be required for finalist(s) under consideration for this position.

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Equal Opportunity Employer:

The University of Texas at Austin, as an equal opportunity/affirmative action employer , complies with all applicable federal and state laws regarding nondiscrimination and affirmative action. The University is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, national origin, age, marital status, sex, sexual orientation, gender identity, gender expression, disability, religion, or veteran status in employment, educational programs and activities, and admissions.

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Pay Transparency:

The University of Texas at Austin will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information.

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Employment Eligibility Verification:

If hired, you will be required to complete the federal Employment Eligibility Verification I-9 form.  You will be required to present acceptable and original documents to prove your identity and authorization to work in the United States.  Documents need to be presented no later than the third day of employment.  Failure to do so will result in loss of employment at the university.

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E-Verify:

The University of Texas at Austin use E-Verify to check the work authorization of all new hires effective May 2015. The university’s company ID number for purposes of E-Verify is 854197. For more information about E-Verify, please see the following:

• E-Verify Poster (English) [PDF]
• E-Verify Poster (Spanish) [PDF]
• Right To Work Poster (English) [PDF]
• Right To Work Poster (Spanish) [PDF]

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Compliance:

Employees may be required to report violations of law under Title IX and the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act (Clery Act). If this position is identified a Campus Security Authority (Clery Act), you will be notified and provided resources for reporting. Responsible employees under Title IX are defined and outlined in HOP-3031 .

The Clery Act requires all prospective employees be notified of the availability of the Annual Security and Fire Safety report. You may access the 2021 report here or obtain a copy at University Compliance Services, 1616 Guadalupe, Suite UTA 2.206, Austin, TX 78701.