Purchasing Specialist

Fayetteville State University, United States

Updated: 9 days ago
Location: Fayetteville, NORTH CAROLINA
Job Type: FullTime
Deadline: 21 Apr 2024

Position Information
Position Information


Position Title: Purchasing Specialist
Working Title: Purchasing Specialist
Position Number: 001710
Full-time or Part-time: Full Time
Time Limited Position: No
Number of Vacancies: 1
Department: Purchasing - Bus & Fin
Posting Number: 0402407
SHRA/EHRA: SHRA
Job Category: Paraprofessional
Hiring Range: $56,000.00 - $56,000.00
Overall Position Competency: Contributing
Description of primary duties and responsibilities:
Primary Purpose of the Organizational Unit:
The University Purchasing Department is a service unit within the Division of Business and Finance
The Purchasing Department reports to the Office of the Associate Vice Chancellor for Business and Finance. It administers the university’s procurement function and is staffed by a team of professional, experienced, and dedicated employees.
Primary Purpose of the Position:
The Purchasing Specialist in support of purchasing and contract administration activities within the Division of Business and Finance, Materials Management section. This position reviews, monitors or maintains leases, contracts, or agreements to ensure compliance of applicable rules and regulations, researches and prepares reports as needed, and serves in an administrative capacity for all contract matters. This position will support campus purchasing activities by overseeing the functional setup and maintenance of contracts within the electronic procurement (eProcurement) system, as well as lead sourcing events for various equipment, supplies, and services. This position also acts as the Procurement Card Administrator responsible for all administrative tasks related to the P-Card program, such as enrolling cardholders, conducting training, editing profiles, reviewing cardholder’s activity, and preparing reports regarding cardholder status and activity.
Description of Work Continued:
P-Card Administration and Management – 70%
Oversee day-to-day operations of the University Procurement Card Program and Card Management system, enforce policies, conduct training classes, routine audits, fraud, and disputes, and serve as the liaison with the card issuing bank. The development and execution of the P-Card program, review and creation of new P-Card accounts, maintaining Bank of America WORKS system used to administer the P-Card program, training all new users and annual training events for all P-Card holders, review transactions for proper coding to the general ledger system, work with financial report to prepare the monthly journal entries of the P-Card transactions, review transactions for proper review and sign off and review transactions for proper documentation uploaded to support the transaction. Periodic audits of transactions to ensure compliance with the University’s P-Card policy and procedures.
Training and Communication – 20%
Provide technical assistance to Campus Users in reconciling P-Card transactions and navigating Bank of America’s WORKS system.
Teamwork and Support – 5%
Assist the purchasing department, as needed, in the development and execution of the University’s solicitations in accordance with North Carolina State Regulations and Purchasing Law. It is essential that the Purchasing Specialist be thoroughly familiar with laws, policies, and other regulatory guidelines governing the execution of contracts. The development and execution of RFP, IFB, and RFQ solicitations, bid specifications, leading pre-bid meetings, and review of contractual and other legal documents, protecting the University against liabilities in procurement transactions. Must be familiar with one or more of the following areas: facilities and construction, medical, furniture, research, printing and reprographics, travel, finance, e-procurement, or administrative service procurement. Will manage all commodity-related customer support, supplier management, spend analysis, contracting, cost containment, and economic inclusion activities for assigned commodities. This position involves managing all procedural aspects of purchasing activities within federal laws, North Carolina state regulations and purchasing laws, North Carolina Division of Purchase and Contract and North Carolina Department of Information Technology rules and regulations, and university policy and procedures.
Other duties as assigned -5%
Minimum Education and Experience Requirements:
  • Bachelor’s degree; or associates degree and two (2) years of related experience;
  • or an equivalent combination of training and experience. All degrees must be received from appropriately accredited institutions.
Knowledge skills and abilities:
Professional Knowledge: Possession of professional skill and/or knowledge of large-scale purchasing, laws, policies, regulations, practices, and purchasing methods and procedures. General knowledge of accounting principles and methods in relation to purchasing. Knowledge of applicable sources, prices, market factors, and product characteristics of various commodities and/or services.

Technical Knowledge: Knowledge of a variety of technology, financial systems, and software packages to create and maintain data. Knowledge of technology principles and terminology associated with the work unit and area of responsibility. Working knowledge of technologies and systems in place with the capability of supporting these technologies.

Technical Support: Ability to troubleshoot standard/common operating systems and software/hardware issues. Ability to listen to symptom descriptions to analyze problems and to resolve effectively. Ability to communicate technical information in an understandable way to non-technical users.
Planning and Organization: Ability to implement established rules and regulation, review work for compliance to standards, and propose procedural changes and/or policy revisions. Research emerging technologies associated with supported systems.
Coordination of Workflow: Determine and execute the workflow for the purchasing process; collect and review purchasing information; monitor and apply procedures; prepare and maintain records.
Customer Service/Communication: Ability to determine customer needs and effectively communicate back to internal and external stakeholders. Develop and maintain strong relationships with departmental personnel, vendors, and other customers/clients both orally and in writing. Support and encourage improved customer service behavior. Attends training sessions, holds meetings and informs customers of new procedures, contract changes. Provide input to improve communications with customers.
Problem Solving: Ability to resolve problems of moderate complexity. Ability to select the best solution from several options or where no precedent exists. Ability to make suggestions for and/or implement process improvements in the work unit. Ability to interpret oral and/or written guidelines to solve problems.
Project Management: Ability to establish working relationships with others and provide communication of activities. Ability to manage technical projects involving own work and under minimal supervision. Demonstrates initiative in solving problems associated with projects and daily work.
Preferred Qualifications:
Special Instructions to Applicants:
Notice to Applicants
Please make sure that the work history listed on your application is identical to the work history listed on your resume. The application must be filled out completely, Do Not Use the phrase “see resume.”
Please list at least three (3) professional references to include a current supervisor. References will only be contact if you are selected for the position and with your permission.
Closing Date: 04/21/2024
Open Until Filled: No
Other Information
If no applicants apply who meet the required competency level and training & experience requirements, then management may consider other applicants. Salary would be determined based on competencies, equity, budget, and market considerations.
EEO Statement:
This position is subject to the successful completion of an employment background check. An employment background check includes a criminal background check, employment verification, reference checks, license verification (if applicable), academic verification and credit history check (if applicable).
Fayetteville State University is committed to equality of educational opportunity and employment and does not discriminate against applicants, students, or employees based on race, color, national origin, religion, sex, gender identity, sexual orientation, age, disability, genetic information or veteran status. Moreover, Fayetteville State University values diversity and actively seeks to recruit talented students, faculty, and staff from diverse backgrounds.
Veteran's Statement
Fayetteville State University is a VEVRAA Federal Contractor and seeks priority referrals of protected veterans for our openings.
Quick Link https://jobs.uncfsu.edu/postings/25518

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