Purchasing Specialist II

Job Responsibilities

Purchasing (70%)

• Under moderate 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 shopping and order completion, requisition entries, and supplier set up.
• Understands, explains, interprets University purchasing policies and procedures and applies to various purchasing scenarios appropriately.
• 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.
• 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 in collecting required documentation for purchases.
• 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 chart of accounts, price reasonableness, competitive sourcing, and applicable 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.
• Understands, explains, interprets, and applies university purchasing and accounts payable policies to various scenarios using their expertise of the full procure to pay business process to advise departments and Fin Ops colleagues on the appropriate purchasing and payment methods to use.
• Serves as Purchasing subject matter expert: initiates and facilitates meetings between Fin Ops technicians, customers, and external suppliers to clarify payments, documentation, policy requirements, etc. as needed in order to efficiently resolve operational problems.
• Identifies opportunities in the business processes and makes recommendations for improvements.
• Responsible for receiving, assessing, and guiding purchases at or above $10,000 up to the formal bidding threshold—ensures documentation supports the source selection decision and that competitive processes are used to the maximum extent practicable.

Unit Support (15%)

• 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.
• Assists in the Finance Operations Center Quality Assurance program by running reports, reviewing transactions, and providing analysis and recommendations for training or procedural improvements.
• Designs and delivers on demand training sessions to Fin Ops colleagues and serves as a mentor to new or less experienced team members.

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, service & scholarly…