Purchasing Assistant

General Function

Performs a variety of clerical and administrative tasks related to buying goods and services for University or University department

Characteristic Duties and Responsibilities—Essential Functions

  • Prepares and/or processes requisitions, purchase orders and limited purchase orders.
  • Determines specifications and other information for purchases and bids; provides information to vendors; may prepare bids and attend bid meetings.
  • Researches costs and availability of items; researches and evaluates alternative sources of supply.
  • Investigates and resolves discrepancies and other problems or conflicts with vendors.
  • Maintains records of department activities, vendor information, and other records.
  • May oversee student employees; may establish schedules and assign tasks; may monitor performance.

Reporting Relationships

Direction Received: Reports to Assistant Director of Business Services, Purchasing, Purchasing Manager for a department, or chair of an academic department

Direction Given: May provide functional guidance to a group of student employees on an ongoing basis

Minimum Requirements

Requires six months of coursework or training in purchasing and one year of purchasing experience, or an equivalent combination of education and experience

Knowledge, Skills, Abilities, and Worker Characteristics

  • Knowledge of purchasing techniques and procedures
  • Knowledge of any equipment or materials particular to department
  • Knowledge of computer and office applications
  • Knowledge of standard office procedures and equipment

Working Conditions

Typical office environment

Please note: The intent of this job description is to provide a representative summary of the types of duties and responsibilities that will be required of positions given this title and shall not be construed as a declaration of the specific duties and responsibilities of any particular positions. Employees may be requested to perform job-related tasks other than those specifically presented in this description. For jobs occupied by more than one employee, the identification of non-essential functions shall be determined from the individual’s position description.

Functional Title

Purchasing Assistant

Job Code


Classification Series







Non exempt

Last Updated

September 2013