Procurement Specialist

2 weeks ago

Pittsburgh, Pennsylvania, United States Carnegie Mellon University Full time

Position Overview:

This role entails providing essential support for the procurement of office supplies requested by staff members, utilizing the designated procurement portal. Responsibilities include ensuring accurate delivery of items in the requested quantities and verifying that invoicing aligns with established pricing through the reconciliation process.

Key Responsibilities:

  • Manage and process catering orders, ensuring all necessary documentation is collected and processed through the appropriate channels.
  • Assist in the review of PCard transactions, confirming the accuracy of charges and facilitating the processing of Purchase Request Changes (PRCs) to align with the appropriate Purchase Requests.
  • Support the processing of Conference Registrations for staff members, ensuring all documentation is in order.
  • Collaborate with management to prepare and manage documentation for various blanket orders related to recruitment and staff recognition.
  • Maintain organized records by updating received files with packing slips to ensure completeness and accuracy.

Qualifications:

  • 1-3 years of experience in procurement within educational or governmental environments.
  • Proficient understanding of Oracle PCard usage and the reconciliation process.
  • Strong knowledge of the Oracle Purchase Order module.
  • Ability to multitask effectively to ensure timely processing of orders.
  • Meticulous attention to detail to ensure all orders are documented and processed promptly.
  • Strong organizational skills to prioritize tasks and manage multiple responsibilities simultaneously.
  • Ability to follow directions from supervisors and collaborate with coworkers.
  • Capacity to meet deadlines and work efficiently under pressure.
  • Excellent verbal and written communication skills.
  • Ability to engage with individuals at all levels, including external vendors.

What You Will Do:

  • Review and process all procurement orders, ensuring compliance and proper documentation.
  • Verify the accuracy and completeness of deliveries from vendors.
  • Approve and process orders as assigned by sourcing specialists.
  • Ensure timely billing and address any discrepancies with vendors.
  • Reconcile PCard transactions within the designated timeframe, ensuring all receipts are accurate and complete.
  • Prepare electronic files for procurements, ensuring all supporting documentation is included.
  • Update Purchase Requests as necessary to maintain current information.
  • Collaborate with vendors to place approved orders and reconcile charges.
  • Collect and organize packing slips for all orders to maintain proper documentation.
  • Ensure all procurement files are complete and ready for audits.
  • Perform additional duties as assigned.

Who You Are:

  • Self-motivated and able to work independently in a fast-paced environment.
  • Organized and capable of managing changing priorities effectively.
  • Collaborative, working well with all levels of personnel.
  • Inquisitive, with a strong desire to solve problems and improve processes.
  • Effective communicator with strong presentation skills.

Additional Information:

  • Candidates will undergo a background check.
  • Applicants must be legally authorized to work in the United States.

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