POSITION SUMMARY The Purchasing Specialist coordinates the University’s purchasing activities and supports the full-cycle accounts payable and procurement process. Responsibilities include processing requisitions and purchase orders, supporting invoice processing and payment administration, maintaining vendor information, and assisting with other purchasing-related functions. This is a temporary, full-time, onsite position that reports to the AP-Purchasing Manager. POSITION DUTIES - Review submitted requisitions for accuracy, supporting documentation, appropriate general ledger accounts, and required approvals; issue purchase orders; compile documentation and maintain electronic files for effective and easy retrieval during weekly reviews and annual audits.
- Match and receive purchase orders for the weekly check run, coordinating with A/P to ensure payment requests are ready for vouchering.
- Maintain PO status for fiscal year-end closing, including purging extraneous requisitions, filing paid POs, and tracking and closing blanket purchase orders confirmed as fully expensed.
- Maintain and create vendor records to ensure accurate payment issuance, reviewing W-9 documentation to appropriately assign 1099 tax status.
- Manage communications with vendors, faculty, and staff while maintaining a high level of integrity and customer service.
- Audit bimonthly P-card expenses to ensure timely and accurate reconciliation, policy compliance, and appropriate use of general ledger accounts within budget. Create and provide Fiscal with GL import files bimonthly.
- Review P-card payments for appropriate sales tax and provide information to A/P to ensure timely payment of quarterly use tax.
- Assist the Office of Fiscal Management during the annual audit.
- Ensure compliance with University policies and procedures.
- Perform related duties as assigned by the Assistant Director of Accounting Operations.
SKILLS & QUALIFICATIONS Required - Minimum of 1 years of experience in purchasing, accounts payable, procurement, or a related administrative or financial role.
- Experience supporting the full-cycle accounts payable and purchasing process, including purchase requisitions, purchase orders, invoice review, vendor communications, and payment processing.
- Strong organizational skills with the ability to manage multiple priorities, meet deadlines, maintain schedules, and work with minimal supervision.
- Intermediate proficiency in Microsoft Excel.
- Proficiency with Microsoft Outlook, OneNote, Word, PowerPoint, and Adobe Acrobat Professional.
- Strong attention to detail and ability to perform work with a high degree of accuracy.
- Effective written and verbal communication skills with a positive and collaborative approach.
- Ability to establish and maintain professional working relationships with faculty, staff, vendors, and other stakeholders.
- Knowledge of general office procedures and terminology.
- Knowledge and acceptance of the mission and principles of Vanguard University.
Preferred - Bachelor’s degree in Accounting, Finance, Business Administration, or a related field.
- 2 or more years of experience in purchasing, accounts payable, procurement, or a related financial function.
- Advanced proficiency in Microsoft Excel.
- Experience working in higher education.
- Knowledge of and experience using Ellucian Colleague.
SALARY This is a non-exempt, full-time, temporary position.This temporary position is expected to run from October 12 through November 30, based on business needs. Expected Pay Range: $25.00 - $27.00 per hour. Placement within the hourly range is commensurate upon education and experience.
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