Purchasing and Contract Spec - Minneapolis, United States - University of Minnesota

Description

About the Job

Position Overview
CEHD Financial Services Office is seeking a purchasing and contract specialist role for their team. This position provides purchasing, contracting, expense reimbursement, and financial processing support for a portfolio of assigned units within the Dean's Office. The role also provides back-up support to purchasing specialists in academic units within CEHD.

Skills & Competencies of a Successful Candidate

• Ability to establish and meet deadlines.
• Service-oriented with excellent customer service skills.
• Attention to detail and ability to ensure compliance with complex policies and procedures.
• Independently review financial policies and perform duties accurately and with minimal guidance.
• Demonstrated ability to prioritize, multitask, and execute in a fast-paced environment.
• Strong verbal and written communications, interpersonal, and problem-solving skills.
• Ability to maintain a high level of integrity and strong sense of confidentiality.
  

Job Responsibilities

Purchasing, Accounts Receivable/Payable, and Contracting (50%)

• Purchase goods and/or services for assigned units according to University policies, procedures, best practices, and U-wide contracts.
• Solve purchasing issues and answer questions related to complex financial policies, procedures, and purchasing contracts.
• Set up vendors in the Enterprise Financial System (EFS) system ensuring each has a W-9, Independent and Supplier Authorization Form or Supplier Change Form, PSIS, and Statement of Work.
• Prepare and process departmental vendor payments via purchase orders and check requests.
• Provide vendor maintenance support to ensure on-time and accurate payments.
• Set up customer records for external sales and create and track invoices and payments.
• Coordinate cash/check deposits.
• Set up customer records for external sales and create and track invoices and payments.
• Respond to staff questions regarding purchasing, understanding, interpreting, and adhering to fiscal policies and procedures.
• Maintain appropriate training and knowledge related to purchasing, financial reconciliation, and allowable costs/expenditures.
  

PCard and TCard monitoring and Chrome River Navigator (30%)

• Assist FSO Department Card Administrator (DCA) with weekly monitoring of PCard transactions and communicating with cardholders as needed.
• Reconcile Pcard purchases for multiple cardholders for assigned units.
• Maintain CEHD files for PCard and TCard holders.
• Monitor CEHD credit card email.
• Serve as Chrome River Navigator for assigned units, providing initial orientation/training and ongoing support to travelers; respond to questions and troubleshoot traveler questions.
• Serve as the first point of contact related to Chrome River travel reimbursement submissions. Assist travelers (employees and students) to arrange and reimburse travel. Investigate and solve purchasing issues and answer questions related to associated financial policies and procedures. Escalate to CEHD FSO assigned finance professional as appropriate.
• Serve as a Chrome River delegate to provide support in reconciling aged transactions.
  

CEHD College-wide Support & Projects (20%)

• Identify opportunities for process improvement, training, and onboarding; participate/present at college-wide and departmental meetings related to purchasing, contracting, and travel
  reimbursement.
• Provide backup coverage for purchasing staff in other CEHD units as needed. This may include covering temporary staff vacancies or leaves.
• Assist with running and monitoring monthly budget and other financial reports as directed.
• Assist CEHD Financial Services Office (FSO) with finance support as needed.
• Other projects as assigned.

Qualifications

Required Qualifications

• High School diploma/GED and four years of related office experience. Training/education may be substituted for some of the years of experience.
• Experience using technology, including Zoom, Microsoft Office, and Google applications (including Drive, Calendar, and Sites).
• Demonstrated experience communicating both verbally and in written communication with people from a variety of communities, backgrounds, and identities.

Preferred Qualifications

• Experience preparing and processing accounting and business documents (reimbursements, travel, procurement cards, purchasing, using Peoplesoft EFS or similar financial system).
• Prior customer service experience.
• Prior experience working in higher education or the public sector.
• Demonstrated experience with balancing and prioritizing tasks in a fast-paced, complex work environment.
• Prior experience working independently with minimal direction as well as working with others as part of a team in a professional manner.
• Excellent attention to detail including grammar, spelling, punctuation, and proofreading skills.

About the Department

Department Overview

The Financial Services Office (FSO) is a centralize administrative support unit within the College of Education and Human Development (CEHD), which consists of seven academic departments, two college-wide research centers, and 25 administrative and student support units. The CEHD finance staff work within policies and procedures in the areas of fund accounting, budget and forecasting, post-award grant management, fiscal oversight, compliance and audit, reporting and reconciliation. The team of 15 CEHD accountants / finance professionals work closely with unit leadership, faculty, staff, and researchers to inform, plan, and solve complex problems that affect entire departments and centers.

College Overview

The College of Education and Human Development (CEHD), the third largest college and the University, contributes to a just and sustainable future through engagement with the local and global communities to enhance human learning and development at all stages of the life span. We know diversity is necessary to do our best work and foster our humanity. That's why the CEHD community is collectively dedicated to cultivating an inclusive and equitable environment, embracing and celebrating all identities of our students, staff, and faculty. These values are also a moral imperative requiring continuous proactive measures and a firm stance against prejudice, discrimination, and systemic injustice.

Benefits

Working at the University

At the University of Minnesota, you'll find a flexible work environment and supportive colleagues who are interested in lifelong learning. We prioritize work-life balance, allowing you to invest in the future of your career and in your life outside of work.

The University also offers a comprehensive benefits package that includes:

• Competitive wages, paid holidays, and generous time off
• Continuous learning opportunities through professional training and degree-seeking programs supported by the Regents Tuition Benefit Program
• Low-cost medical, dental, and pharmacy plans
• Healthcare and dependent care flexible spending accounts
• University HSA contributions
• Disability and employer-paid life insurance
• Employee wellbeing program
• Excellent retirement plans with employer contribution
• Public Service Loan Forgiveness (PSLF) opportunity
• Financial counseling services
• Employee Assistance Program with eight sessions of counseling at no cost
• Employee Transit Pass with free or reduced rates in the Twin Cities metro area

Please visit the Office of Human Resources website for more information regarding benefits.

How To Apply

Applications must be submitted online. To be considered for this position, please click the Apply button and follow the instructions. You will have the opportunity to complete an online application for the position and attach a resume.

Additional documents may be attached after application by accessing your "My Job Applications" page and uploading documents in the "My Cover Letters and Attachments" section.

*To request an accommodation during the application process, please e-mail or call

Diversity

The University recognizes and values the importance of diversity and inclusion in enriching the employment experience of its employees and in supporting the academic mission. The University is committed to attracting and retaining employees with varying identities and backgrounds.

The University of Minnesota provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, creed, religion, national origin, gender, age, marital status, disability, public assistance status, veteran status, sexual orientation, gender identity, or gender expression. To learn more about diversity at the U:

Employment Requirements

Any offer of employment is contingent upon the successful completion of a background check. Our presumption is that prospective employees are eligible to work here. Criminal convictions do not automatically disqualify finalists from employment.

About the U of M

The University of Minnesota, Twin Cities (UMTC)

The University of Minnesota, Twin Cities (UMTC), is among the largest public research universities in the country, offering undergraduate, graduate, and professional students a multitude of opportunities for study and research. Located at the heart of one of the nation's most vibrant, diverse metropolitan communities, students on the campuses in Minneapolis and St. Paul benefit from extensive partnerships with world-renowned health centers, international corporations, government agencies, and arts, nonprofit, and public service organizations.

At the University of Minnesota, we are proud to be recognized by the Star Tribune as a Top Workplace for 2021, as well as by Forbes as Best Employers for Women and one of America's Best Employers (2015, 2018, 2019, 2023), Best Employer for Diversity (2019, 2020), Best Employer for New Grads (2018, 2019), and Best Employer by State (2019,