What are the responsibilities and job description for the Assistant Procurement Coordinator position at usm-pilot?
Job Summary
The Assistant Procurement Coordinator provides
procurement functions at the Gulf Coast Research Laboratory (GCRL) in
collaboration with the Procurement Coordinator under the guidance of the Director
of Procurement on the Hattiesburg campus.
This position has limited official purchasing authority to legally
obligate the institution for the purpose of acquiring goods and services. This position routinely makes decisions and
authorizes purchases following all state and federal purchasing laws, with
minimal direct supervision. Considerable
independent judgment is required to carry out assigned duties.
Primary Duties and Responsibilities
- Assists in reviewing all GCRL purchase requisition requests, including advising, determining, and recommending the most appropriate and efficient purchasing method (e.g., purchase order or P-Card).Assists Procurement Coordinator as needed for various procurement functions and serves as back-up when the Procurement Coordinator is not in the office.
- Processes purchases for GCRL faculty and staff using primarily a Procurement Card (P-Card), but also purchase orders as needed in accordance with University and State policies and regulations. Reconciles P-Card transactions in SOARFIN as a back-up for the Receiving and Purchasing Clerk.
- Performs the following duties, as needed or assigned: Processes annual maintenance contracts and annual rental agreements by obtaining bids and quotes in accordance with University policies and procedures and State procurement laws. Coordinates the advertisement of bids/RFPs in newspapers as well as submits them online to OPTFM as required by the State, maintains the bid file, returns bid bonds (if applicable), prepares/issues addenda and notifies vendors of their release. Conducts public bid openings when required and prepares bid tabulations for competitive solicitations.
- Consults with and supports GCRL Faculty and Staff by providing proper procurement related guidance. Attends professional development and continuing education opportunities to maintain proficiency with the Mississippi DFA Procurement Manual regulations and processes and periodic DFA notifications, construction bid laws, and the ITS (information technology) rules and regulations. Maintains certification with the Certified Mississippi Purchasing Agent (CMPA) training course and renews CMPA status every five years.
- Distributes and files purchase orders and other documentation as required. Archives procurement paperwork using electronic storage systems, including but not limited to, purchase orders, invoices, and purchase requisitions. Submits and tracks new vendor registration documentation. Serves as back for receiving activities for the GCRL Cedar Point campus, including receiving incoming packages, staging shipments, and coordinating package pickup/delivery. Serves as a resource to GCRL personnel in tracking Personal Services Agreements.
- Performs other duties as assigned.