Job Summary Requisition Number: 26305 Job Title: ADMINISTRATIVE SPECIALIST Working Title: Contract Materiel Specialist Salary: $20.89 - $41.37 hourly Job Type: Contract Department Name: 3405-BUSINESS/FACILITIES Department Website URL: https://www.facilities.ucla.edu/ Job Summary Statement: Under the general direction of the Purchasing, Contracting & Materiel (PCM) Manager-Materiel Management, or the Materiel Management Analyst, provide business and support services to the Facilities Division (1,000 + employees) and other Administration departments that include 50+ cost centers whose function complexity covers HVAC, chemicals, technology, personnel services, landscaping and grounds, skilled crafts, custodial, signage, hardware & locks, etc. Responsible for placement, processing, and expedition of approximately 17,000 purchase orders as well as Construction Work Order Contracts (24-Hour turnaround) for alterations and maintenance and Design, Project Management & Operations (DPMO); and expendable and inventory equipment. Responsible for managing material procurement over a large spectrum of goods which facilitate function complexity of client cost centers. Analyze requisitions and determine appropriate procurement methodology. Work with Campus Procurement to resolve issues with vendors; interface with clients. Other duties include inventory management and special projects. Percentage of Time: 100 Shift Start: 8:00 am Shift End: 5:00 pm function checkForSelectedStatus(){ return true;} Qualifications for Position 16 Records Qualifications Required/Preferred 1. Knowledge of and skills necessary for effective value added purchasing, including need analysis, selection of item(s), proposal analysis, negotiation, substitution, vendor selection, local vendor market, etc. Required 2. Superior organizational ability to work efficiently and bring closure to projects when faced with changing deadlines and frequent interruptions or distractions in a high volume, high visibility department with minimum direction. Ability to organize/prioritize tasks, exercise discretion in prioritizing and responding to requests or tasks while working independently and following through with minimal direction in a non-smoking environment. Required 3. Exceptional problem solving and communication skills along with a high degree of persistency to investigate and resolve order related problems (i.e. price quantity, delivery, account number...) with vendors, and internal Facilities Management and Administration units. Assure these changes are reflected in appropriate system (MAXIMO, BruinBuy, PAC). Required 4. Mathematical skills required to accurately add, subtract, multiply and divide whole numbers, fractions, and decimals. Ability to perform mathematical operations involving weight, measures, and percentages. Required 5. Strong customer service and interpersonal skills to establish and maintain cooperative working relationships with requester, vendor, Administration and University staff - a diverse body of skilled and un-skilled personnel as well as professional and clerical management. Provide information and refer calls using independent judgment. Required 6. Extensive use of telephone, calculator, typewriter, and computer, requiring knowledge of telephone etiquette, voice mail, and manual dexterity along with the ability to remain seated for long periods of time (2-4 hours). Required 7. Knowledge of English grammar, spelling, and punctuation as utilized in typing various types of business correspondence, reports, letters, purchase requisitions, purchases orders and LVOs. Required 8. Working knowledge of accounting/procurement principles and practices as they apply to accounts payable, purchasing, receiving and inventory control of MRO parts and supplies. Preferred 9. Working knowledge of UC/UCLA accounting/procurement principles and practices. Preferred 10. Knowledge of and ability to efficiently navigate through and among IBM Windows based e-mail, Excel spreadsheet, Word or Windows word-processing, computer data nput (MAXIMO, BB/PAC Systems) and the Internet is preferred. Understanding of software applications/system relationships and linkages to effectively run reports and perform extensive navigation through MAXIMO, BruinBuy/PAC, etc. and ability to analyze and efficiently identify and resolve related problems and issues is preferred. Preferred 11. Working knowledge of computerized maintenance management systems (MAXIMO). Preferred 12. Knowledge of and ability to work with bar coding system (hardware and software). Preferred 13. Working knowledge of multi-shift storeroom operations incorporating satellite storage areas (including establishment and consolidation of satellite storage areas, categorization of parts and computerization of this information). Preferred 14. Ability to perform effectively under conditions of fluctuating workload, frequent interruptions and/or distractions, deadlines or emergency requests. Preferred 15. Ability to do light lifting (25 lbs). Ability to stand, crawl, walk and stoop; push, pull and lift or lower objects. Working knowledge of standard safe work practices Preferred 16. General mechanical aptitude as it relates to MRO parts and supplies. Preferred Additional Posting Information Bargaining Unit: 99-Policy Covered Application Deadline: 04-17-2019 External Posting Date: Quicklink To Posting: hr.mycareer.ucla.edu/applicants/Central?quickFind=71082 Special Instructions: This is a one year contract position.

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NOTE: This position REQUIRES that a RESUME, COVER LETTER, and REFERENCES be submitted in addition to the application. Please have ALL FILES ready to upload when applying. Contact information: Number of Positions: 1 function checkForSelectedStatus(){ return true;} Special EmploymentDesignations/Requirements Per UC Policy Conflict of Interest: N/A Critical: N/A Driving Record: Position is subject to the California DMV's "Pull Notice System" and continued employment is contingent upon proof of a satisfactory driving record. E-Verify Check:

Certain positions funded by federal contracts/subcontracts requires UCLA to notify job applicants that an E-Verify check will be conducted and the successful candidate must pass the E-Verify check.

More Information This position does not require E-Verify check. CANRA:
Is this position designated as a mandatory reporter under CANRA? No Other Special Employment Requirements: Pre-employment Physical: Employment is contingent upon completion of satisfactory pre-employment physical examination.
TB Test: Continued employment is contingent upon completion of satisfactory TB test. Position is subject to performance standards and other requirements of the University wide Police Policies and Administrative Procedures. function checkForSelectedStatus(){ return true;}