Purchasing Specialist II

About the Job

Recruitment

Title:

Purchasing Specialist II

Job Classification: 8222PR - Fin Pro 2 - Purchasing

Position Overview: The University of Minnesota seeks a Purchasing Specialist II to support our Financial Operation Center department within the Controller's Office. The Purchasing Specialist II is responsible for 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). Consult with other Fin Ops teams as needed, professionals across the University, and with external suppliers to ensure appropriate and timely support for RRCs.

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.

This is a PEAK position.

Purchasing (70%)

• Under moderate supervision, use information and requests 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 shopping and 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.
• Identify, collect, and draft documentation as required by university policy to support a wide variety of complex purchases.
• Work with the Purchasing unit in the Controller's Office to assist collecting required documentation for purchases.
• Enter and monitor requisitions to ensure approvals and budget checks have occurred.
• Think critically about need, funding source, and cost. Apply knowledge of standard processes and university purchasing methods to ensure the most cost‑efficient and expeditious outcome of purchasing activity for the University.
• Use 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.
• Serve as Purchasing subject‑matter expert:
  Initiate and facilitate meetings between Fin Ops technicians, customers, and external suppliers to clarify payments, documentation, policy requirements, etc. as needed to efficiently resolve operational problems.
• Identify opportunities in the business processes and make recommendations for 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.

Unit Support (15%)

• Support the strategy of the Finance Operations Center by assisting in the production and review of supporting financial data.
• Prepare ad‑hoc financial reports as needed to support the overall purchasing operation for the Finance Operations Center and 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 serve as a mentor to new or less experienced team members.

Professional Development (10%)

• 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…