Penn State Job Catalog

The defined natural career progression within or between job profiles.

Procurement Support

Procurement Assistants review, prepare, verify and approve shopping carts within established dollar limits and guidelines in the University system in order to process purchase orders to various suppliers for departments; verify fair and reasonable pricing and documenting purchase order files in accordance with University policies and procedures; correspond with suppliers and customers to solve problems, share information, and ensure accurate payment.

• Prepare, edit, and process purchase orders within establish dollar limits and University policy
• Contact vendors and suppliers for quotations, and follow up on outstanding purchase orders
• Ensure all transactions meet government regulations and University policies and procedures
• Assist Procurement Managers and Agents with vendor research and negotiations; obtain information on price, delivery, payment, specifications, and purchase order terms
• Use a variety of electronic systems and databases to import and create documents, track vendor information and payments, create auctions, compose correspondence, create and process purchase orders, requests for proposal, and various financial transactions
• Identify and resolve discrepancies; obtain vendor certifications and certificates of liability insurance when required
• Assist in monitoring internal and external customer satisfaction
• May perform general office duties such as mail distribution, answering phones and greeting visitors

Level:

– Supervisor

Base Description:

– Supervises direct reports, but primarily completes activities, tasks, and/or projects of a functional nature.

Level Summary:

– Demonstrates appropriate knowledge to perform own work; spends majority of time on tasks related to own job responsibilities. Demonstrates baseline planning, organizing, directing, and facilitating skills. Reviews completed work of others to verify accuracy and quality. Follows recommended approaches to assigned work. Supervises assigned staff and coordinates routine work activities. Monitors employee interactions and facilitates a productive working environment. Communicates instructions and policies in a consistent, effective and timely manner. Identifies and addresses concerns appropriately. Makes recommendations for possible solutions.

Supervisory Responsibilities:

– Typically oversees at least 2 full–time direct reports or equivalent team of part–time and/or student workers (for Support track, performs work at Senior Support level or higher; for Professional track, performs work at the Advanced Professional level or higher)

Fiscal Responsibilities:

– May validate and pay invoices
– May monitor/track budgets for specific area and/or grant(s)

Problem Solving:

– Encounters generally routine problems with progressively more complex and/or varied problems
– Typically follows standard operating procedures to resolve problems
– May apply specialized knowledge and skills to resolve complex and/or varied problems
– Applies proven and tries new approaches when solving problems

Independence of Action:

– Works with minimal supervision on difficult work assignments, conferring with manager on unusual matters
– Follows precedents and procedures
– Organizes work of direct reports and may set priorities within general guidelines established by manager
– Reviews the work of others to verify accuracy, quality, and conformance to required procedures and special instructions

Communication and Collaboration:

– Communicates internally within working unit and the University
– Communicates with external audiences for scheduling/coordination
– May communicate with external audiences for business purposes
– Collaborates closely with team members; may interact with other staff outside of area
– Utilizes a communication style that is appropriate for a given situation
– Interprets and communicates information, ideas and instructions clearly and accurately both verbally and in written materials

• Comp Grade – 7
• Minimum – $46,400.00
• MidPoint – $56,800.00
• Maximum – $67,300.00