EPS Purchasing Associate

Job Posting Title:

EPS Purchasing Associate

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Hiring Department:

Department of Earth and Planetary Sciences

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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:

UT MAIN CAMPUS

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Job Details:

Purpose

Serve as the purchasing associate for EPS faculty and staff, including preparing, advising and submission of all purchase orders.

Responsibilities

• Serve as the purchasing associate for EPS faculty and staff, including preparing, advising and submission of all purchase orders. This position must serve as liaison between purchase requestor and University central Purchasing Office, must maintain current knowledge of University and State purchasing regulations and procedures.  Serve as the trainer and contact person for front desk personnel to receive all shipments and process them correctly.

• Process purchases under $5K (PBO & PBU) in point plus. Prepares invoices for each payment and sends to EPS accounts payable person for processing. Processes correction documents (VT6) when necessary. Processes new vendor ID’s (GGV) when necessary. Processes wire payment documents when necessary, using the UT manual purchase voucher.

• Process all electronic and technology orders for purchase, including self-tagging of all computers.  Must follow all University guidelines for purchase of electronic and technology orders, including software purchases. 

• In-charge of service center lab purchases and deliveries. Manages contracts for gas purchases by the labs and coordinates deliveries of purchases, particularly gases and any hazardous materials.

• Serves as the EPS contact for shipments and works with carriers to ensure on-time delivery. Manages delivery of Hazardous Materials to the indicated location or requestor, in a safe manner. Troubleshoots all delivery issues and manages relationships with Campus Central Distribution. Manages international shipments.

• Data entry into the Citi bank management system for procurement card charges. Processes’ a large volume of procurement card orders by phone and on line. Maintains a procurement card check out log sheet for each order. Ensures all expenses are allowed and checks for funds on each account. Organizes paperwork, collects receipts/packing slips, signatures, and assigns object codes. Scanning, copying, filing, loading documents to our server (or box) as needed.  Prepares *DEFINE (VP7) vouchers for approval.

• Assist with the annual inventory process; finding and cataloguing items, reporting finding to EPS/BSO administration as necessary.

Required Qualifications

High school graduation or GED. Five years of experience with clerical functions OR Bachelor's + 3 years of years of related experience.  Knowledge of general procurement practices, accounts payable practices or vendor relations.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

More than the required education and experience. Familiarity with State or UT Austin purchasing policies and procedures. Experience using electronic accounting and work management systems to process web-based documents. Experience interpreting policy and implementing procedures.  Bachelor's degree and prior experience working in an academic unit.

Salary Range

$58,000 plus depending on qualifications

Working Conditions

• May work around standard office conditions

• Repetitive use of a keyboard at a workstation

• Use of manual dexterity

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 and 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 most recent report here or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701.