LGS Accounts Payable Specialist

Key Responsibilities:

Purchasing - 35%:

Serve as the business unit expert on University of Minnesota purchasing methods, processes, and requirements.

Monitor LGS Purchasing form and complete purchase requests in a timely and accurate manner.

Serve as a Purchasing Card (PCard) holder, overseeing assigned transactions and ensuring compliance with University policies and guidelines.

Facilitate check requests, refunds and other various purchasing duties as needed.

Facilitate Legal reviews with the Office of the General Counsel for purchases, as required.

Facilitate Vendor Risk Assessments with University Information Security for purchases, as required.

Support for and ordering of routine marketing and communications materials and ensure that branding requirements are met.

Meet regularly with internal stakeholders to understand and anticipate upcoming purchasing needs or significant fluctuations in spending across laboratory, research, communications, etc.

Process vendor invoices for payment in an accurate and efficient manner, ensuring proper funding and approvals as required and in accordance with University of Minnesota policies.

Create annual blanket Purchase Orders with proper documentation, and signatures (as required) to accurately reflect forecasted purchasing volumes for the Fiscal Year.

Track spending on blanket POs and update as needed.

Set up and maintain suppliers in the People Soft Enterprise Financial System (EFS).

Proactively follow up with suppliers, requesting account statements, to ensure accounts remain current and resolve any payment discrepancies or issues.

Investigate and resolve vendor queries in a timely manner, maintaining positive relationships with suppliers.

Manage assigned tasks in the LGS Financial Dashboard, including weekly monitoring items, blanket PO tracking, and other financial tracking activities to support accurate and timely financial operations.

Oversee unit computer inventory, including tracking, assignment, ordering, and distribution.

Provide general backup support for the administrative team, including event support and assist with additional purchasing activities for the department as needed.

Organize, track, and monitor spending for Lions Gift of Sight.

Forecast and report monthly expenses in coordination with the LGS Business Operations Manager, providing accurate and comprehensive financial data.

Verify monthly invoice to Minnesota Lions Vision Foundation with EFS data.

Understand and reference the University of Minnesota purchasing policies and procedures, ensuring compliance at all times.

Represent the administrative team on internal committees as needed, actively participate in meetings and provide input.

All required qualifications must be documented on application materials.

Qualifications (Required)

• High school diploma/GED and four years of general accounts transaction experience. Training may be substituted for some of years of experience.
• Strong organizational skills, able to prioritize and manage multiple tasks and deadlines effectively.
• Strong problem-solving and critical-thinking abilities.
• Excellent written and verbal communication skills, with the ability to collaborate effectively with internal and external stakeholders.
• Proficient in using Google Suite, including, Email, Calendars, Chat, and particularly Google Sheets for data analysis and reporting.
• Ability to work independently and as part of a team, displaying a high level of professionalism and integrity.
• Demonstrated ability to write clear, complete and concise purchasing justifications.
• Excellent attention to detail, with the ability to effectively track outstanding items, maintain follow-through on tasks, and…