Procurement Specialist

Job Description: Procurement Specialist

Job Title: Procurement Specialist
Reports to: VP of Budget & Procurement Services
Department: Procurement Services

Position Summary:

The Procurement Specialist conducts reviewing and issuing agency purchase orders, administering the University’s vendor file, and assisting in the review and administration of the University’s P-Card program. This role protects the University’s interests by working within established procurement guidelines that ensure best value, while providing quality customer service. The Procurement Specialist will provide procurement guidance to University staff and vendors to ensure all purchases comply with all applicable policies, procedures, and best practices. They will assist in developing complex specifications and scopes of work.  This position must also develop and maintain effective working relationships with internal and external stakeholders.

Key Responsibilities:

• Purchase Order Administration:
  • Review, process and approve requisitions through the University’s designated purchasing system for the purchase of goods and services.
  • Issue purchase orders
  • Ensure purchase orders and/or purchasing card (PCard) transactions are complete, accurate, and in compliance with all policies, rules, and regulations prior to approving and/or routing for approval.
  • Research and assist departments with information concerning available contracts, prices for needed supplies, equipment and services.
  • Determine proper procurement method and sources of supply.
  • Assist departments to determine correct procurement methods, sources and specifications.
• Vendor Management:
  • Serve as the primary Vendor Administrator, including obtaining vendor registration applications and required tax forms, creating vendor records in the University’s ERP system, updating records, and inactivating records, as appropriate.
  • Maintain the Procurement Services portion of the JU website to ensure accurate and current information is available to vendors.
  • Represent Procurement Services at various functions, including meetings, tradeshows, and vendor management events
• PCard Administration Support:
  • Assist the Procurement Analyst in administering the University’s purchasing card program including ordering new cards, managing spend limits and other card controls, and deactivating cards.
  • Assist, when needed, in the review and reconciliation of monthly P-Card statements, providing training to cardholders, reviewing and processing expense reimbursement requests, and identifying discrepancies and potential misuse.
• Contract Administration Support:
  • Serve as backup to the Procurement Analyst in the management and entry of contractual records in the contract tracking system.
  • Assist the Procurement Analyst, as needed, to facilitate the internal review and approval of contracts and agreements, including liaising with vendors and community partners.
• Backup Purchasing Support:
  • Serve as the backup for the Procurement Analyst in issuing purchase orders.
  • Serve as the backup for the Procurement Analyst in maintaining the University’s vendor file and supplier contacts.
  • Serve as the backup for the Procurement Analyst in assisting departments in completing and processing purchasing forms.
• Analysis:
  • Represent Procurement Services in the resolution of contractual problems; determining recourse where possible; preparing correspondence to begin the resolution process; and seeking leadership and legal counsel as needed.
  • Compile information from various sources to prepare reports and ensure that required reports are submitted accurately.
  • Maintain files for purchase orders and other projects as required for auditing purposes; providing auditors with information as requested.
  • Stay abreast of applicable laws, regulations, policies, statutes, and best practices that impact the purchasing/contracting profession.
  • Serve as a liaison between vendors, departments, and Financial Affairs to resolve contractual disputes/problems in a timely manner.
  • Analyze data and make recommendations for improving current processes.
  • Assist leadership staff by bringing unusual problems to their attention, or matters requiring escalation.
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Qualifications:

• Education: An associate or bachelor’s degree in business, supply chain management, or a related field is preferred. Equivalent work experience in procurement or a related area will also be considered.
• Experience: Prior experience in procurement or purchasing roles. Familiarity with purchasing systems, P-Card programs, or ERP software is preferred
• Skills: Strong organizational abilities, attention to detail, proficiency in procurement software and Microsoft Office Suite, and excellent communication skills.
• Ability to maintain confidentiality and uphold ethical standards.