Purchasing Specialist II

Position Overview

The University of Minnesota seeks a Purchasing Specialist II to support our Financial Operation Center department within the Controller’s Office. The role involves receiving, evaluating, processing, and coordinating a variety of requests for complex purchasing services in support of a portfolio of Resource Responsibility Centers (RRCs) in the Finance Operations Center (Fin Ops). The Purchasing Specialist II works with other Fin Ops teams, professionals across the University, and external suppliers to ensure timely and appropriate support for RRCs.

• Under moderate supervision, use information and requests received from a portfolio of RRCs to complete entry of data into the Enterprise Financial System (EFS) for purchasing functions following University standard processes and procedures for order completion, requisition entries, and supplier set up.
• Understand, explain, interpret University purchasing policies and procedures and apply them to various purchasing scenarios appropriately.
• Conduct research on potential vendors, products, and services, solicit quotes, analyze responses, and present results and alternatives as requested for purchases under the formal bidding threshold.
• Identify when legal terms and conditions apply and ensure contracts are routed to OGC for appropriate review when necessary.
• Collect, draft, and support documentation required by University policy to support a wide variety of complex purchases.
• Assist the Purchasing unit in the Controller’s Office to collect required documentation for purchases.
• Enter and monitor requisitions to ensure approvals and budget checks have occurred.
• Think critically about need, funding source, and cost, applying knowledge of standard processes and University purchasing methods to ensure the most cost efficient and expeditious outcome of purchasing activity for the University.
• Understand key concepts for purchasing such as chart of accounts, price reasonableness, competitive sourcing, and applicable University policies.
• Assess and resolve moderately complex procurement issues, including entry of requisition change orders and tracking/resolution of PO sourcing and dispatch issues.
• Apply university purchasing and accounts payable policies to various scenarios using expertise in the procure-to-pay business process to advise departments and Fin Ops colleagues on appropriate purchasing and payment methods.
• Serve as Purchasing subject matter expert: initiate and facilitate meetings between Fin Ops technicians, customers, and external suppliers to clarify payments, documentation, policy requirements, and resolve operational problems efficiently.
• Identify opportunities in business processes and recommend improvements.
• Responsible for receiving, assessing, and guiding purchases at or above $10,000 up to the formal bidding threshold—ensuring documentation supports the source selection decision and that competitive processes are used to the maximum extent practicable.

• Assist in producing and reviewing supporting financial data for the Finance Operations Center.
• Prepare ad hoc financial reports as needed to support purchasing operations for the Catalog of RRCs.
• Assist in the Finance Operations Center Quality Assurance program by running reports, reviewing transactions, and providing analysis and recommendations for training or procedural improvements.
• Design and deliver on-demand training sessions to Fin Ops colleagues and mentor new or less experienced team members.

• Contribute to documentation of and participate in training for procedures for the Finance Operations Center.
• Identify and participate in opportunities for cross-training across Finance Operations Center functions to maintain adequate coverage of all functions.
• Complete professional development, education, and training activities consistent with performing the responsibilities of the position and continued learning appropriate to work duties.
• Participate in staff development based on individual need including ongoing skills training, DEI development, professional learning, service & scholarly activity, and engagement & well-being.
• Model and…