Job Description

Posting number: 201905455

Department: |Department of Property & Procurement- STT|

Job classification: Purchase Order Analyst

Posting type: Open

Categories: Accounting and Finance

The Purchase Order Analyst is responsible for researching purchases, conducting the analysis of outstanding purchase orders and the processing of daily purchase orders. This employee reports to the Director of Procurement. Work is reviewed for efficiency and effectiveness by the supervisor.

Examples of duties

DUTIES (NOT ALL INCLUSIVE):

• Maintains documentation of outstanding open purchase orders which includes remaining balances, conversations and program identification.
• Provides reports on all purchase orders created and issued.
• Analyzes Outstanding Purchase Order Report on a continuous basis to ensure prompt vendor payment.
• Ensures contact is made and documented with all vendors on purchase orders created and issued to confirm receipt of purchase orders and the estimated time of delivery of goods and or service.
• Ensures that purchase orders are liquidated timely.
• Establishes and maintains needed records and files.
• Recommends changes in procedures, methods and policy for improved efficiency in procurement techniques.
• Maintains liaison with vendors and the purchasing agent on prices, errors, and complaints on delivery.
• Prepares routine and technical correspondence.
• Displays the highest ethical and professional behavior in working with staff, vendors and outside agencies associated with the purchases.
• Performs related duties as assigned.

Qualifications

Graduation from a recognized college or university with major work in Business Administration.

OR

A closely related field and two (2) years of responsible administrative experience.

Supplemental information

FACTOR 1 -KNOWLEDGE:

• Knowledge of modern purchasing principles and practices.
• Knowledge of insular laws and regulations governing public procurement.
• Knowledge of the equipment and material needs of the department and of the standards and specifications desired by the department.
• Knowledge of the principles, practices and techniques of office management.
• Knowledge of price and market trends.
• Ability to interpret, apply and explain departmental and governmental policies, rules and regulations relating to procurement and property.
• Ability to prepare comprehensive activity reports.
• Ability to assign work and to supervise staff of clerical, technical and supervisory personnel.
• Considerable knowledge of Microsoft Office (Word and Excel)
• Excellent writing and oral communication skills.
• Ability to work harmoniously and effectively with all those contacted during the course of work.
• Ability to exercise sound, independent judgment in carrying out functions of the position.

FACTOR 2-SUPERVISORY CONTROLS:
Works under the general supervision of the Director. Work is reviewed through purchase order reports that are created and issued. The employee is given wide latitude in carrying out duties and responsibilities.
FACTOR 3-GUIDELINES:
Guidelines include insular laws and regulations governing public procurement and modem purchasing principles and practices.
FACTOR 4-COMPLEXITY:
Maintain documentation of outstanding open purchase orders which includes remaining balances, conversations and program identification. Work involves Analysis of Outstanding Purchase Order Report on a continuous basis to ensure prompt vendor payment.
FACTOR 5- SCOPE AND EFFECT:
The purpose of the work is to ensure contact is made with all vendors on purchase orders created and issued to confirm receipt of purchase orders and the estimated time of delivery of goods and or service.
FACTOR 6- PERSONAL CONTACTS:
Staff, Vendors, other government departments and the general public.
FACTOR 7- PURPOSE OF CONTACTS:
To work harmoniously and effectively in communicating and executing purchase orders.
FACTOR 8- PHYSICAL DEMANDS:
Works in sedentary, but some walking and standing is required.
FACTOR 9- WORK ENVIROMENT:
Works in an air conditioned office, but incumbent is subject to varying environments during visits to vendors and other agencies.