Note for Current UM Employees

Current employees must apply internally via connectU > connectu.olemiss.edu

Definition of Class

Procurement Assistant I:

This position coordinates and participates in complex clerical duties of a specialty area within the Office of Procurement Services. Incumbent creates and approves vendor material masters, purchase requisitions, quotations, and bids; approves and issues purchase orders; processes payment vouchers; and/or processes checks for payment of services. The incumbent also provides guidance to other departmental buyers across campus.      

Procurement Assistant II:

This position performs duties associated with the coordination of an assigned specialty area within the Office of Procurement Services. The incumbent utilizes an advanced level of technical knowledge and skills in applying policies and procedures, ensures that forms are processed in a timely manner; verifies/validates/approves procurement transactions; resolves conflicts with procurement transaction processing; and provides technical guidance to assigned personnel. The incumbent also provides guidance to other departmental buyers across campus. Work is performed under limited supervision.

Examples of Work Performed

Procurement Assistant I:

• Processes/verifies/validates/approves travel authorizations, advances and reimbursements to employees for all institutional travel, ensuring the adherence to university and state travel policies, procedures and laws.
• Reconciles travel reimbursement vouchers against travel advances, processing payroll deductions as needed.
• Uses knowledge to train and/or assist departmental buyers campus-wide. Answers general questions relating to the Materials Management Module in SAP.  
• Sends out vendor applications.  Uses application data to create a vendor file. Answers departmental and vendor related questions regarding payment issues, invoices, orders, deliveries, and cancellations.
• Processes payments to vendors by request for payment, consultant forms, and purchase orders.
• Generates purchase orders from requisitions; verifies prices, budget category, and G. L. codes; makes corrections as necessary; and notifies departments of any discrepancies.  
• Performs a variety of clerical accounting tasks involved in maintaining financial records and processing procurement transactions.
• Performs similar or related duties as assigned or required.

Examples of Work Performed

Procurement Assistant II:

• Processes/verifies/validates/approves travel authorizations, advances and reimbursements to employees for all institutional travel, ensuring the adherence to university and state travel policies, procedures and laws.
• Processes/verifies/validates/approves payments to vendors, issues purchase orders and charge purchases against appropriate University G.L. codes. 
• Ensures payments are made in a timely manner.
• Reconciles travel reimbursement vouchers against travel advances, processing payroll deductions as needed.
• Resolves discrepancies with related documents/transactions.
• Interfaces with vendors to resolve problems concerning payment of services.
• Provides technical guidance to assigned clerical staff.
• Assists in preparing monthly and annual fiscal reports concerning expenditures and account balances.
• Prepares bids, quotes, payment issues, and other related documents.
• Opens sealed bids including post bid opening document preparation for architects and engineers.
• Provides general information to departmental buyers as it relates to the Materials Management Module.
• Prepares IHL automobile and liability claim forms.
• Prepares state documents for purchase approvals and sale of items in inventory; prepares legal advertisements for newspaper publication.
• Sell surplus property and handle receipt of funds.   
• Coordinates and maintains the vendor master record creation and ensures the processing of checks.
• Maintains departmental website.
• Performs similar or related duties as assigned or required.

Essential Functions

These essential functions include, but are not limited to, the following. Additional essential functions may be identified and included by the hiring department.

Procurement Assistant I:

1. Participates in complex clerical duties associated with the purchase of goods and services.

2. Ensures compliance with The State of Mississippi and The University of Mississippi policies and procedures relating to the procurement of goods and services.

3. Assists and provides guidance to departmental buyers across campus.

Procurement Assistant II:

1. Performs and coordinates various advanced level clerical functions associated with the operation of the Office of Procurement Services.

2. Trains and provides technical guidance to assigned employees as well as departmental buyers across campus.

3. Administers and explains policies and procedures.

4. Ensures the efficient operation of an assigned specialty area.

Minimum Education/Experience

Procurement Assistant I:

Education:
High School Diploma or equivalent (GED).

AND

Experience:
One (1) year of experience related to the above described duties.

Procurement Assistant II:

Education:
High School Diploma or equivalent (GED).

AND

Experience:

Three (3) years of experience related to the above described duties.

Salary/Wage Information

EEO Statement

The University of Mississippi provides equal opportunity in any employment practice, education program, or education activity to all qualified persons. The University complies with all applicable laws regarding equal opportunity and affirmative action and does not unlawfully discriminate against any employee or applicant for employment based upon race, color, gender, sex, pregnancy, sexual orientation, gender identity or expression, religion, citizenship, national origin, age, disability, veteran status, or genetic information.

Interview Requirements: Any candidate who is called for an interview must notify the Department of Equal Opportunity/Regulatory Compliance in writing of any reasonable accommodation needed prior to the date of the interview.

Background Check Statement

The University of Mississippi is committed to providing a safe campus community. UM conducts background investigations for applicants being considered for employment. Background investigations include a criminal history record check, and when appropriate, a financial (credit) report or driving history check.

This position will require a financial (credit) report. Selected candidates should have a low credit debt. Background checks are completed post offer of employment. University employees moving into a new position that requires a financial (credit) report must complete a new background check.

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