Purchasing Specialist

Job Details

Job

Location:

Twin Cities, Crookston, Duluth, Morris, Rochester, All Other
-See Job Description

Job Family:
Finance

Full/Part Time:
Full-Time

Regular/Temporary:
Regular

Job Code: 8221PR

Employee Class:
Civil Service

Recruitment

Title:

Purchasing Specialist I

Job Classification: 8221PR - Fin Pro 1 - Purchasing

This is a PEAK position.

Work environment:
Hybrid (minimum three days in the office). This hybrid position is based on the Twin Cities campus for those located in the metro area. Applicants located near other UMN system campuses or working remotely from home may also be considered, and we encourage all interested candidates to apply. Occasional travel to the Twin Cities campus may be required for events and all-staff meetings.

Position Overview:

The University of Minnesota seeks a Purchasing Specialist I to support our Financial Operation Center department within the Controller's Office. The Purchasing Specialist I is responsible for receiving, evaluating, processing, and coordinating a variety of requests for moderately complex purchasing services in support of a portfolio of Resource Responsibility Centers (RRCs) in the Finance Operations Center (Fin Ops). The Purchasing Specialist I communicates with other Fin Ops teams as needed, finance professionals across the University, and suppliers outside the University to ensure appropriate and timely support for RRCs.

To succeed as a Purchasing Specialist I, you should be professional, a team player, and attentive while being detail-oriented. You must be comfortable with using technology such as Team Dynamix (TDX) and Google Suite and excel at both verbal and written communication. Most importantly, the Purchasing Specialist I should have a genuine desire to meet the needs of others across the institution.

You will report to the Purchasing Supervisor.

Purchasing (75%)

• Under general supervision, use information and requests received from a portfolio of RRCs to complete the entry of data into the Enterprise Financial System (EFS) for purchasing functions following University standard processes and procedures for U Market order completion, requisition entries, and supplier set up.
• Understands and can explain University purchasing policies and procedures and applies these to a variety of complex purchasing scenarios appropriately using sound rationale.
• Conducts research on potential vendors, products, and services. Solicits quotes, analyzes responses, and presents results and alternatives as requested for purchases under the formal bidding threshold. Exercises judgement and policy knowledge to advise Requesters on the purchasing process.
• Identifies when legal terms and conditions apply and ensures contracts are routed to OGC for appropriate review when necessary.
• Identifies, collects, and drafts documentation as required by University policy to support a wide variety of complex purchases.
• Works with the Purchasing unit in the Controller's Office to assist collecting required documentation for purchases.
• Identifies transactions, policy, or system challenges that require escalation to ensure successful resolution and accurate transaction entry.
• Identifies, collects, and drafts required documentation to request a new supplier or request changes to an existing supplier and submits the request for approval.
• Enters and monitors requisitions to ensure approvals and budget checks have occurred.
• Think critically about need, funding source, and cost. Applies knowledge of standard processes and University purchasing methods to ensure the most cost efficient and expeditious outcome of purchasing activity for the University.
• Understands key concepts for purchasing such as price reasonableness, competitive sourcing and how to apply University policies.
• Uses information and requests received to assess and resolve moderately complex procurement issues, for the entry of requisition change orders, and the tracking and resolution of issues related to PO sourcing and dispatch.

Unit Support (10%)

• Supports the strategy of the Finance Operations Center by assisting in the production and review of supporting financial data.
• Prepares ad hoc financial reports as needed to support the overall purchasing operation for the Finance Operations Center and for the catalog of RRCs.

Professional Development (10%)

• Contributes to documentation of and participates in training for procedures for the Finance Operations Center.
• Identifies and participates in opportunities for cross-training across Finance Operations Center functions to maintain adequate coverage of all functions.
• Completes professional development, education, and training activities, consistent with performing the responsibilities of the position. Completes continued learning and development appropriate to work duties and for the pursuit of individual, unit, and institutional success.
• Participates in staff development based on individual need including ongoing skills training, DEI development, professional learning,…