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Procurement Specialist

2 months ago

Houston, Texas, United States South Texas College of Law Houston Full time
Job Description

SUMMARY

The Procurement Specialist will provide executive and general administrative support for the Procurement Department, including the completion of purchase requisitions and check requests, cross-training with other departmental functions, scanning and filing, routing internal correspondence, travel arrangements, producing reports and presentations, answering and transferring switchboard calls, and back-up for mailroom and copy center.

Essential Duties and Responsibilities
  • Completes monthly reconciliations for all college's invoices/statements expediently to support timely payment to the credit card provider; ensures compliance with policies, procedures, and guidelines.
  • Provides oversight of the College's P-Card accounts; monitors transactions; sets up and closes College's P-Card accounts.
  • Reviews requests from college cardholders to increase or reduce account dollar limits; analyzes the justification to determine if the request is sufficiently supported; makes a recommendation to the director for final approval.
  • Recommends policies and procedures for Procurement Card Program.
  • Helps develop and may deliver Procurement Card Program training on the proper use of the p-card, policy information, and changes to procedures for end-users, managers, and Departmental Liaisons.
  • Assists with purchase order creations.
  • Maintains electronic procurement system technology and software, including interfacing with current ERP accounting systems.
  • Implements internal controls. Monitors and maintains the integrity of the South Texas College of Law Houston Procurement Card Program.
  • Assists with program risk assessments. Monitors, investigates and resolves security risks such as fraud, compromised accounts, and lost/stolen accounts.
  • Acts as liaison between the Procurement Card vendors, Purchasing team and departmental users. Provides courteous and timely customer service, answers user questions and researches and coordinates response to card, supplier and interface issues as appropriate.
  • Prepare purchase and travel requisitions, expense forms, check requests, process invoices, and maintain records.
  • Prioritize and brief the Director of Procurement regarding priorities, information and action items that require review, input, or action, handle matters expeditiously, proactively, and follow-through on assignments to successful completion, often with deadline pressures.
  • Serve as a back-up for copy center and mailroom, including but not limited to, mail pick-up from Post Office and delivery within the law school.
  • Maintain ethical performance and integrity regarding all professional and personal relations, building trust and confidence in the law school.
  • Work collaboratively and tactfully with faculty, staff, students, vendors, and clients.
  • Demonstrate professionalism, tact, and leadership to maintain credibility, trust, and support with the law school community.
  • Without exception handles all information in a strictly confidential manner. Able to compose, prepare, and transmit confidential and sensitive information.
  • Comply with all aspects of the law school's Customer Service Standards and must strictly adhere to all law school policies.
Qualifications
  • Must be professional and confidentially handle all departmental data and correspondence.
  • The person must have a poised and professional image, possess problem solving skills, proof reading and excellent grammar skills, can handle high levels of pressure, highly focused, and can interact effectively and efficiently with all employees, visitors, and students while projecting a positive image for the department and law school.
  • Customer service oriented with the ability to help others with a positive attitude.
  • Strong computer skills and proficiency in MS Office applications (Word, Excel, and PowerPoint); comfortable learning and utilizing new computer programs and applications as necessary.
  • Must be detail-oriented and able to work in a fast-paced, multi-tasking environment.
  • Excellent communication skills, including a high level of mastery in email communications.
  • Excellent interpersonal skills and emotional maturity with the essential ability to demonstrate tact and diplomacy.
  • Demonstrated initiative in being proactive, anticipating needs, and implementing effective action plans.
  • Requires the ability to set priorities, meet deadlines, and perform assignments accurately.
  • Strong grammar and punctuation skills.
  • Strong organizational skills, flexibility and ability to adapt to priority changes and effectively handle frequent interruptions.
  • Capable of balancing multiple projects while meeting deadlines and achieving desired results.
  • Must be able to maintain positive relations while understanding the importance of confidentiality of data and information.
  • Demonstrates the ability to work in a team environment yet work well independently.
  • Must have a valid Texas Driver's License, maintain a clean driving record, and must be very dependable.
Education and/or Experience
  • High School Diploma or GED and five years of experience providing procurement services or corporate credit card program management experience required.
Language Skills
  • Proficient in both spoken and written English. Ability to interpret and explain complex data. Ability to communicate in one-on-one and small group situations effectively and professionally to vendors and other employees of the organization.
Mathematical Skills
  • The ability to perform basic to intermediate math is essential. Must possess the ability to analyze numerical data and detect patterns, errors, and trends.
Reasoning Ability
  • Ability to define routine problems, collect data, establish facts, and draw valid conclusions to solve routine problems and/or deal with a variety of variables in situations, especially when department head may be out of office or unavailable. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
Certificates, Licenses, Registrations
  • Certified Purchasing Card Professional (CPCP) or Certified Professional in Supply Management (CPSM) preferred. Able to obtain within a year of employment.
Physical Demands
  • The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Work Environment
  • The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.