Purchasing Clerk III

Rochester, NY


Responsible for timely and cost-effective purchases of all animal orders and supplies for the Animal Resource compliant with Animal Welfare Act Federal, New York State DOH, NIH, AAALAC and IACUC requirements. Create and administer purchases in the accordance with university procurement systems, policies and procedures. Track usage of supplies and maintain a two week inventory. Provide technical support to maintain and create RedCap forms/surveys, department intranet website and other department used software. Provides support to Animal Resource senior management such as generating financial reports and exploring non-routine livestock (pig, goat, sheep) sourcing in compliave with Animal Welfare Act Federal, New York State DOH, NIH, AAALAC and IACUC requirements.


Purchasing – Process all animal orders placed in Topaz by research staff and all supply/equipment requests from Animal Resource staff. Processes include requesting price quotes, time and rate sheets, and delivery options from vendors. Contacting vendors and requestors gathering information to complete and expedite orders. Interfaces with Procure to Pay (P2P) to request purchase orders and upload required documents. Converts purchase requisitions into purchase orders making sure all required documentation, including supplier justification forms and bids, are attached and completed. Places orders with vendors verifying prices and delivery dates.

Process payment requests – Works closely with Corporate Purchasing and Accounts Payable to process invoices for payment from Workday, etc. Confirms appropriate review and enters data into systems promptly and accurately. Provides attention to detail and the accuracy of data entered is confirmed before submission. Monitors workflows/work queues so that any rejections or problems can be reworked promptly. Ensures productivity levels of invoices are maintained so that timely payments are made to suppliers

Organization – Maintains detailed paper or computerized records of purchases, packing slips, and invoices associated with the purchases. Files invoices and other documentation daily. Responsible for maintaining the department supply room in an orderly fashion. Providing a detailed forecast of weekly animal orders along with printed animal cage tags to senior administration. Weekly receive animal vendor deliveries and verify for accuracy. Independently assures animals transported on ground or air, nationally and internationally, comply with Animal Welfare Act, NIH and AAALAC requirements. Monthly provided detailed purchase expense reports for three operating accounts. Coordinate animal import and export deliveries with world wide couriers including interanation shipments. Independently tracks animal numbers for compliance with IACUC protocol approved and regulatorty required maximum annual total.

Customer Service – Interacts with Departments, Corporate Purchasing, and suppliers to enhance relationships and ensure the best purchasing procedures are in place with university suppliers. Independently discusses livestock animal model specifications such as body weight, size, disposition and sex with farm or dairy owners and researchers. Contacts departments and suppliers to resolve orders, invoicing, or payment problems. Ensure resolutions receive timely and professional responses to all phone calls, emails, and faxes. Works directly with vendors and requestors to source products and materials. Works closely with vendors to build relationships to support profitability. Works independently with the research community as a clearing house for UCAR approved donation of surplus animals between laboratories.

Other duties as assigned – responsible for the Right Cycle program and monitoring the HOBO light and temperature monitoring. Assist in packing and labeling of animal containment units.

Technical Support – Maintains the departmental website using Kentico. Creates and maintains RedCap forms and surveys. Provides the technical support for Virtual Digital Time clock software.


  • High School diploma or equivalent required

  • Associates Degree preferred

  • 1 year of relevant experience or equivalent combination of education and experience required.

  • Excellent interpersonal and communication skills, including written communication preferred.

  • Demonstrates high level of accuracy attention to detail, and the ability to maintain and update paper and computerized purchasing records preferred.

  • Working knowledge of MS Office and must be comfortable with the internet and web-based systems preferred.

  • Knowledge of Animal Welfare Act Regulatory, NIH, AAALAC and IACUC requirements of research animal acquisition and disposition preferred.

  • ALAT or LAT AALAS Certification preferred.

The University of Rochester is committed to fostering, cultivating, and preserving a culture of equity, diversity, and inclusion to advance the University’s mission to Learn, Discover, Heal, Create – and Make the World Ever Better. In support of our values and those of our society, the University is committed to not discriminating on the basis of age, color, disability, ethnicity, gender identity or expression, genetic information, marital status, military/veteran status, national origin, race, religion/creed, sex, sexual orientation, citizenship status, or any other status protected by law. This commitment extends to the administration of our policies, admissions, employment, access, and recruitment of candidates from underrepresented populations, veterans, and persons with disabilities consistent with these values and government contractor Affirmative Action obligations.

How To Apply

All applicants must apply online.

EOE Minorities/Females/Protected Veterans/Disabled

Pay Range

Pay Range: $18.65 - $26.11 Hourly

The referenced pay range represents the minimum and maximum compensation for this job. Individual annual salaries/hourly rates will be set within the job’s compensation range, and will be determined by considering factors including, but not limited to, market data, education, experience, qualifications, expertise of the individual, and internal equity considerations.

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Full/Part Time: Full-Time