Under the direction of the Associate Director of Procurement; this position is responsible for purchasing and warehousing administrative functions of the Commissary Warehouse in support of the Department of Dining Services.
ESSENTIAL DUTIES AND RESPONSIBILITIES include but are not limited to the following:
Responsible for coordinating all aspects of the purchasing and warehousing functions, including processing paperwork and/or records; reviews for accuracy, completeness and compliance with regulations, policies and procedures; identifies and follows up to resolve problems, referring most new, unusual or difficult problems to supervisor. Prepares and processes purchasing related forms and reports; maintains accurate inventory of stocked items; works closely with Commissary Manager to ensure accuracy of stock and billing for warehoused items; ensures proper shipping and billing of equipment, parts, uniforms, stocked items and other related functions for department units; oversees reconciliation of department pro-card statements for accuracy and full documentation. Prepares narrative and informational reports, as needed or as requested; compiles and organizes information requiring the understanding and evaluation of data sources. Assists with compiling data and information needed to determine RFP & RFQ requirements; conducts inventory counting & reconciliation of stocked items on a regular basis; prepares FoodPro related reports as needed; utilizes reports to determine future purchasing needs or to document historical data; utilizes Kuali to process forms or research history as needed; prepares electronic transfer vouchers for internal departmental units or non-departmental units as needed; prepares or oversees preparation of flat file for monthly billing within established deadlines; conducts inventory of warehouse stocked items on a regular basis to maintain accuracy. Trains, supervises and establishes work schedules of clerical and/or student staff. Screens correspondence, records and other documents for appropriate action and works with administrators to determine proper response or to resolve problems; makes referrals as appropriate. Matches receiving records to invoices and prepares invoices for processing. Responds to requests for information and provides assistance in solving a variety of problems based on knowledge of policies, procedures, practices and past experience. Works with DDS units and vendor representatives to address any issues with order, deliveries, pricing and other related functions and obtains any credits due; provides pricing information upon request for inquiries made by potential internal customers. Transmits authoritative information and services as a resource regarding policies and procedures related to the specialized administrative function, with responsibility to occasionally interpret such policies and procedures. Follows all purchasing related policies as well as departmental and university policies and procedures; articulates policies and procedures to constituencies as necessary to ensure compliance. Regularly communicates with other University offices and/or outside agencies to request or to provide information or to clarify procedures. Contacts vendors to obtain quotes/pricing information for pre-approved purchases and those needing quotes prior to approval following purchasing and department guidelines; contact vendors regarding any delivery and/or credit issues that arise to ensure timely reporting of issues to ensure credits can be processed in a timely manner; places orders with vendors via electronic processing, email or fax depending upon vendor requirements; works with other university departments as needed to provide and obtain food and/or supplies to the university community upon request; works with vendors to obtain acceptable substitutes for out of stock items required by department facilities. In assigned area of responsibility, reviews operating procedures for efficiency and effectiveness; makes minor changes or recommends major changes or improvements; may participate in planning and decisions regarding new or changed procedures. Devises, modifies and/or supervises the maintenance and coordination of complex filing systems, records and/or data system which may be computerized. Maintains accuracy of product information in the Foodpro system to include item names, descriptions, pack sizes, vendor codes, pricing, rations and order group information. Analyzes where and why inaccuracies have occurred and takes steps to rectify problems. Maintains or oversees maintenance of internal tracking files for equipment purchases and purchases of other sub categories of items as requested by the Director; maintains records related to credits due with specificity; ensures accuracy of inventory for stocked warehoused items. Drafts or independently compose and/or edit routine correspondence and other documents for supervisor review and/or signature, obtains necessary signatures for forms from authorized administrators in absence of supervisor; makes routine decisions in supervisor absence. Prepares equipment request forms for administrator signature to include obtaining price quote information for specifically requested items for approval prior to processing of purchase orders or order placement; prepares manual transfer vouchers or other forms for administrator signature as needed. Performs and coordinates routine administrative functions of the office; coordinates work flow and processes administrative paperwork. Assists in planning and carrying out related support activities, such as meetings, conferences, interviews; makes all necessary arrangements, including travel, and coordinates details. May participate in bid evaluation process; may assist with compiling bid specifications for complex RFP's or RFQ's. Works closely with Fiscal Manager to resolve customer billing concerns; performs other duties as assigned.
Minimum Acceptable Qualifications:
1. Bachelor's degree or equivalent combination of education and experience, or Associates degree and four to eight years' experience in a progressively responsible administrative support position.
2. Demonstrated knowledge of administrative specialty within a large procurement operation.
3. Demonstrated ability to independently resolve problems based on knowledge of the procedures, practices and past experience.
4. Good organizational and interpersonal skills.
5. Good written and oral communication skills.
6. Experience with computers, internet queries and software programs relative to procurement functions.
1. Experience working in a large scale non-commercial food service purchasing environment.
2. Competency working with Aurora's FoodPro computerized food service menu management system.
3. Experience and competency working with the University's Kuali system.
4. Knowledge of Sharepoint.
This is a full-time, 12 month position. The hours are 9:00 AM to 5:00 PM.
Interested and qualified candidates meeting the expectations may respond by submitting a cover letter and resume with references (as attachments) to Husky Hire. References should include the names, email addresses and phone number of three professional individuals associated with the candidate. Submissions without this information will not be considered. Review of applications will begin immediately and will continue until appointment is made. Applications received by 11/22/2012 will be given priority. The University of Connecticut is an EEO/AA employer.