Assistant Buyer

Title: Assistant Buyer

Division: Finance and Administration

Department: Procurement

FLSA Status: Non-Exempt

Salary Range: Grade 10: $20.17/hour

EEO Job Group: 2 E2

Position Summary

The University of Southern Indiana is accepting applications for Assistant Buyer.

Provide professional support to the procurement, procurement travel, and risk management operations of the University. Perform a variety of duties associated with purchasing good and services for university departments.

Duties/Responsibilities 

• Analyze, review, and process BuyUSI catalog transactions (under $5,000). Verify accuracy, and completeness of information, including totals, Fund-Organization-Account-Program (FOAP) numbers, business purpose and workflow. Issue purchase orders once review is complete and verify vendors receive orders.
• Procure supplies, equipment, and services for the University Information Technology department in a timely manner from reliable sources.
• Negotiate and coordinate with suppliers to ensure fair pricing, quality products, appropriate payment and freight terms.
• Supervise vendor certificates of insurance process. Review for insurance limits and accuracy of certificates. Work closely with director or Risk Management and vendors.
• Evaluate and review Chrome River Pre-Approval reports. Verify accuracy and completeness of information including expense totals, FOAPs, business purpose, supporting documentation and workflow. Assist with the identification of preapproved trips which meet criteria for accrual or deferral across fiscal years.
• Manage Banner purchase order changes. Analyze need for change order, obtain proper financial manager approvals, and work closely with buyers and Director of Procurement.
• Oversee the Contract Management system. Utilize database to enter, track and report contract information including renewal dates, contract terms, and conditions. Work with Director of Procurement, Chief Information Security Officer, and other departments on contract renewals.
• Control imaging and retention of BuyUSI and request for proposal (RFP) documents. Monitor image quality and work with the director of Procurement to establish policies and procedures to safeguard sensitive vendor data.
• Work closely with Procurement department in the RFP process to include finalizing RFP documents and sending out to bidders, processing addenda, tabulating results, publishing results on Procurement’s website, and sending notice to bidders for winning bids and rejection letters, while retaining all pertinent information for audit purposes within the files.
• Administer USI Plan Room website by issuing user IDs.
• Recommend appropriate changes in policies, procedures, and products as they relate to the procurement function.
• Provide support for maintaining database used to track details of credit card programs including status of card orders and disbursement, the completion of cardholder training, receipt of signed cardholder agreements, and assignment of department cards (example: Fuel Cards).
• Serve as backup support to procurement buyer with maintenance of accurate vendor database.
• Identify, investigate, and resolve problems occurring with vendors, University departments, and procurement concerning BuyUSI orders, change orders, RFPs, and related issues. Track unresolved issues.
• Maintain Indiana Department of Revenue (DOR) protested vendors by updating vendor status reported by the State of Indiana. Communicate to procurement staff when required.
• Serve as main department contact for campus and vendors, including vending machines and copier.
• Prepare sales tax exemption certificates and vendor credit applications for new and existing vendors.
• Schedule USI training room for bid openings, trainings, and meetings.
• Other duties as assigned.

Required Knowledge and Skills

• High school diploma or GED.
• Minimum of five years office experience required.
• Effective relationship-building, conflict resolution and negotiation skills suited to effective outcomes with internal university customers and external vendors.
• Must possess and demonstrate strong oral and written communication skills to deal with the public and handle transactions in a customer-orientated manner.
• Must possess a working knowledge of word processing, spreadsheet, database and mail programs.
• Excellent organization skills with ability to coordinate multiple tasks, determine priorities, set deadlines, and complete required projects.
• Ability to maintain accuracy, diligence, and effective communications while under deadline and on projects that require critical outcomes.

Preferred Knowledge and Skills

• Procurement experience in higher education is highly desirable. Experience within the public sector and contracts is strongly preferred.
• Knowledge of Enterprise Service Management (ESM) purchase software, Chrome River travel and expense software, and Banner Enterprise Resource Planning (ERP) software preferred.
• Previous accounting experience or post-secondary education in accounting or related field preferred.

Regular Work Hours/Travel Requirements

• Standard work hours are Monday through Friday, 8:00 a.m. to 4:30 p.m.
• Extended or irregular hours may be required to meet business needs.
• Occasional travel may be required.

About USI           

The University of Southern Indiana is a public higher education institution located on a beautiful 1,400-acre campus in Evansville, IN. We offer employees exceptional benefits! Benefits for this position include:

• Affordable medical, dental, vision, life and short term and long-term disability insurance plans.
• Retirement plan where the University makes the total contribution equivalent to 7% of annual salary.
• Full tuition fee waiver for employees/75% for spouses and dependent children.
• Accrue up to 10 paid vacation days per fiscal year – accrual increases after 4, 7, and 11 years of service

For more information about the benefits that USI offers, please visit www.usi.edu/hr/benefits .

Application Process

Click “Apply Now!” near the top right of this page to complete an application and upload application materials to the attention of the Search Committee Chair. Application materials should include:

Pre-Employment Screening

A background check will be required for employment in this position.

Authorization to Work in the United States

USI typically will not sponsor an employment-related visa for this position.

Interview Accommodations

Persons with disabilities requiring accommodations in the application and interview process please contact the manager of Employment at [email protected] or (812) 464-1840. Contacting the manager of Employment is intended for use in seeking disability-related accommodations only. For general applicant inquiries, contact Human Resources at [email protected] or (812) 464-1815.

EEO Statement

The University of Southern Indiana is an EEO/AA employer. All individuals including minorities, women, individuals with disabilities and veterans are encouraged to apply.