Purchasing Assistant (PA) Tasks

1. Daily Duties
1. Pick up buyer's work from their out bins and distribute accordingly. Check several times a day to keep current and to check for rushes. Purchasing Assistants will put the finished work to be signed in the buyer's IN bins. Rushes to be signed are handed to the buyer or put on the chair if the buyer is not in the office.
2. The U Stores buyer will bring work to be done to the Purchasing Assistant and finished work will be put in the mail slot by the receptionist's desk. Department paper copies for U Stores are made ahead of time so the buyer can bring the documentation back to the office, rather than faxing.
3. Keep work current such as requisitions, purchase orders, change orders, award notices, renewals, bids, re-bids, addendums, and tabulations using several pieces of software such as CUFS, Access, BIS, Excel, Word, Adobe Acrobat and the HP Digital Sender.
4. Other tasks include: scheduling meetings in Groupwise, faxing, printing, making & answering phone calls, letters, and other duties as assigned.
5. Check voicemail and email several times a day.
6. When buyers are absent, empty their mail slots daily, and put the mail on their desk and check the OUT bins for work from the backup buyers. Buyers may request Purchasing Assistants keep the phone message updated while they are away as well. That is on a buyer-by-buyer preference.
NOTE: If the buyer will be out for an extended time, identify who is their backup and route work to them daily.

2. Additional Duties
1. Back-up for other Purchasing Assistants when they are absent from the office or backlogged.
2. Relieve receptionist during the lunch hour once a week for one hour or as needed.
3. Back-up for closing Purchase Orders at the departments request, usually when the Office Manager is absent.
4. Back-up for Files Position:
   • Log incoming requisitions and distribute to buyers.
   • Keep bid folders updated and logged.
   • Do bid opening every day at 3:00 pm.
   • Locate bid folders, requisitions and purchase orders when requested.
3. Yearly Duties
1. Fiscal Year End
   Requires getting all old fiscal year work done before the new fiscal year begins. See also Fiscal Year End Process.
2. U-Wide Contracts
   Every calendar year all contracts are reviewed, renewed, or re-bid. These contracts are initiated by buyer and are labeled with "U".
3. Blanket Orders
   Most contracts are renewed for up to 3 years per contract, and then should be re-bid or closed. Each renewal requires a change order per year. Renewals are contracts that mainly have been issued on ANTS. The change order consists of a new renewal date and adding of funds if requested.

4. Special Projects
1. Management Level Purchasing Class/Basic Purchasing Class

See Class Materials
2. Vendor Orientation

See Vendor Orientation
3. Letters

General correspondence is done as directed by the buyer. Unless directed otherwise, the Purchasing Assistant will print letters and memos on Purchasing Services Letterhead and have the buyer sign or initial the document(s) prior to faxing or mailing. Be sure to verify any cc copies that may be needed and whether there are any enclosures to be included. Also, make copies for any requisitions, bids, proposals, or other files as needed.
1. RFP Letters
   These letters are required as the last step of the RFP process. A letter is sent to all of the respondents that did not win an award as directed by the Buyer. It notifies them they have not received an award, and that the file is now public. These letters should not be issued until the award or contract is complete, but usually prior to the folder being closed and filed away. A copy of the letter(s) is filed in the RFP folder. If the RFP shows that there is confidential information, the buyer should consider using an alternate letter.
2. Bid Rejection Letters
   For any awards $50,000 or more being awarded to other than the low bid, the buyer must issue a rejection letter to the low bidder(s). These letters are faxed (or mailed, if necessary), and the folder tagged for 7-10 days. The buyer will assign the tag date.

4. Lab Fest Product Show
   1. Show Preparation
      • Assist in the generation and accumlation of display material.
      • Make sure there are sufficient copies of handouts.
   2. Show Day
      • First day at the Radisson Metrodome and the second day at the Student Center on the St. Paul Campus
      • Assist with the setup and tear-down of the Purchasing Services display
      • Assist at the show by being available to hand out materials and help answer questions
5. RXs with Exception/Price Reasonableness
   These forms will be completed by the buyer and will be attached to the Requisition/Bid.
   1. Assign the Purchase Order Number, or Award Notice Number
   2. Write the number in the space provided on the form.
   3. Take the Purchase Order to the buyer to sign.
   4. Give the packet (form on top, next is the PO, then the RX/bid) to the Executive Secretary.
   5. Do not staple the packet since this needs to be copied by the Executive Secretary.
   6. U Stores Buyer may have a separate process. Discuss this with the buyer
   7. The Executive Secretary will return the signed form, the PO, and the RX/bid to the Purchasing Assistant.
   8. Staple the form on the back of the RX.
   9. The Purchasing Assistant will issue the Purchase Order as usual.
6. ILOC Code Updates
   Every year the ILOC Table on CUFS is updated. Copies are printed and sent to each department to verify deletions or changes. All the assistants work on updating these when the documentation arrives in Purchasing. ILOC Codes consist of the "Bill to" and "Ship to" information necessary for all orders requested by departments. The ILOC Table in ANTS should be updated at this time as well.
5. CED Procedures
For RFPs $500,000 and over on NON-federal funds, affix a CED Stamp to the front of the RFP yellow folder.
For All Bids and RFPs on Non-federal funds:
• CED will review RFB and RFP documents and offer any additional suggested vendors to be issued a copy of the bid or RFP.
• The PA will receive this information, (usually by e-mail) and issue the RFP/RFB document immediately. This is critical so that the CED recommended vendors are not disadvantaged by having significantly less time to put together their response than other vendors.
• PAs will ensure that these additional CED vendors are also included on any addenda or communications that include all other vendors.
See CED Procedures for more details.
6. Pre-Proposal Meetings
Pre-Proposal RSVP - Buyers will be including their PA as the contact for vendors who RSVP regarding the pre-proposal meeting.
The PA will keep an attendance sheet, and provide a copy to the buyer and the department contact, on the day before the meeting, or as otherwise instructed by the buyer.
7. Confidentiality
PAs are to be familiar with the Confidentiality Procedures. PAs may find confidential information while keying a tabulation document, covering at the front desk or when covering for Files at bid openings.
Any communications from the Office of General Counsel (OGC) are considered confidential regardless of the subject or text of the message.
See Confidential Procedures for more details.
8. Terms and Conditions (T & Cs)
PAs are responsible for attaching the appropriate Terms and Conditions document to bids, proposals and award documents (POTs and Award Notices).
See Terms and Conditions Procedures and Grid