Description

POSITION SUMMARY: The Procurement Specialist will be responsible for purchasing and recording the cost of newly-acquired fixed assets and supplies, tracking existing fixed assets and supplies, recording depreciation, and accounting for the disposition of fixed assets.

POSITION COMPETENCIES/ESSENTIAL FUNCTIONS/DUTIES & RESPONSIBILITIES

Procurement and Fixed Assets

• Prepare purchase orders based on approved purchase requests
• Complete purchase orders with approved vendors
• Ensure recording of purchased items, including fixed asset acquisitions and supplies in the accounting system.
• Ensure orders are routed to the appropriate department or manager
• Assign tag numbers to fixed assets.
• Track the compilation of project costs into fixed asset accounts, and close out those accounts once the related projects have been completed.
• Reconcile the balance in the fixed asset subsidiary ledger to the summary-level account in the general ledger.
• Calculate depreciation for all fixed assets.
• Review and update the detailed schedule of fixed assets and accumulated depreciation.
• Track company expenditures for fixed assets in comparison to the capital budget.
• Track contracts and related costs for leased equipment and assets.
• Conduct periodic physical inventory counts of fixed assets.
• Ensure accounting records are updated according to fixed asset disposal recommendations from management.
• Conduct analyses related to fixed assets as requested by management.
• Prepare annual property tax exempt forms.
• Recommend to management any updates to accounting policies related to fixed assets and supplies.
• Maintain and monitor a system of controls, procedures, and forms for the recordation of fixed assets and supplies.

Travel Procurement

• Assists employees and others in preparing required documents and forms for travel, including forms for travel authorizations, travel advances and settlements
• Calculates estimated travel rates and expenses, using items such as rate tables and calculators
• Coordinates travel arrangements with employees and applicable department managers.
• Obtains reservations for air, train, or car travel and hotel or other housing accommodations for approved travel.
• Informs employees and others of travel dates, times, connections, baggage limits, emergency and other information.
• Confirms travel arrangements and reservations.
• Ensures proper accounting coding for travel expenses.

Cash Receipts

• Preparation and control of Cash Receipts Journal including verification of daily cashier's deposits.
• Prepare all monthly journal entries related to cash accounts.
• Assist with input of monthly journal entries to the general ledger.
• Maintain Center's Cash Position statement and related schedules on a daily basis.

Qualifications

POSITION REQUIREMENTS

• At least a Bachelor degree in Accounting or Finance preferred, or equivalent experience.
• At least one to three years of experience working with Fixed Assets Accounting and Purchasing.
• Intermediate level computer skills including a strong proficiency with Microsoft Excel and Word.
• Excellent track record of superior customer service.
• Demonstrated ability to interact and communicate effectively with individuals at various levels both inside and outside of the organization.
• Hours of Work: Monday-Friday, 8AM-5PM; evenings and weekends, as required
• Travel: Local, intrastate, and interstate travel, as require
• Exposure: While performing the essential functions of this job, the employee occasionally is exposed to fumes or airborne particles and toxic or caustic chemicals. Additionally, the employee may be occasionally exposed to blood borne and other hazardous chemicals. Finally, the noise level in the work environment can occasionally be quite loud. In all cases personal protective equipment will be provided to the employee in combination with adequate ventilation and other engineering controls to minimize the risk of exposure or other hazardous occurrence.