Purchasing Specialist

1 week ago

Costa Mesa, United States Vanguard University Full time

Description

***:The Purchasing Specialist is responsible for coordinating the purchasing functions of the University. This role reports to the Assistant Director of Accounting Operations.

**ESSENTIAL FUNCTIONS**:

- Review submitted requisitions for accuracy, supporting documentation, proper general ledger accounts & approvals; issue purchase orders; compile documentation and maintain electronic filing for effective and easy retrieval during weekly review & annual audit.
- Match & receive purchase orders in weekly check run, coordinating with A/P to ensure payment requests are readied for vouchering.
- Maintain PO status for fiscal year end closing: purge extraneous requisitions, file paid POs, track & close blanket purchase orders confirmed as fully expensed.
- Maintain & create vendor records for accurate payment issuance, assessing W-9 documentation to accurately assign 1099 tax status.
- Manage communications with vendors, faculty and staff to maintain high level of integrity and customer service.
- Maintain existing card accounts in Corpay’s Smart Data & iConnect Data platforms: troubleshoot & resolve cardholder account access issues, maintain department hierarchy, assign level manager roles, and enter one-time purchase overrides as needed. Place orders for new, replacement & renewal purchasing cards, obtaining approval documentation & assigning correct purchasing profiles. Ensure timely response to risky card activity, submit dispute reports, monitor & reconcile adjustment credits received on billing statements.
- Audit bimonthly p-card expenses to ensure timely and accurate reconciliation, policy compliance and appropriate usage of general ledger accounts within budget. Create and provide fiscal with GL import files bimonthly.
- Assess p-card payments for appropriate sales tax & provide information to A/P to ensure timely payment of quarterly use tax.
- Supervise student workers in performing Purchasing tasks.
- Assist the Office of Fiscal Management during the annual audit.
- Conduct trainings sessions to educate University faculty/staff on Accounting Operations procedures.
- Ensure compliance with University policies and procedures.
- Perform related duties as assigned by the Assistant Director of Accounting Operations.

**MINIMUM QUALIFICATIONS**:

- Bachelor’s degree
- Exhibit exceptional organizational skills and the ability to work with mínimal supervision; must have the ability to meet deadlines and maintain schedules.
- Intermediate level of experience in MS Excel, expert preferred.
- Ability to communicate effectively, both orally and in writing; must be positive and highly collaborative.
- Effectively maintain relationships with staff and faculty in a professional demeanor.
- Knowledge of relevant office procedures and terminology.
- Knowledge and acceptance of mission and principals of Vanguard University.
- Must be extremely detailed and work with a high degree of accuracy.

**ADDITIONAL QUALIFICATIONS**:

- Experience working in higher education preferred.
- Knowledge of and experience in Ellucian Colleague preferred.

**SALARY**: Full-time position. Salary is commensurate with education and experience and includes a generous benefits package.

$22.56 to $25.58 (hourly) $46,300 to $53,200 (annual)
- EOE Statement

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