Procurement Services Specialist

University of the Pacific; Stockton; On-site; Full time

Job description

For Applicants Seeking Job Opportunities within the University
Internal: Internal applicants will be considered within the first five (5) business days of the posting period.
External: External applicants will be considered on the sixth (6) business day of the posting period.

Sponsorship

This position is not eligible for a visa sponsorship now or in the future.

Position Summary Information

Primary Purpose

The primary role of the Procurement Services Specialist is to manage day-to-day vendor management functions and maintain related systems in support of sustaining vendor database integrity and enforcing regulatory and policy compliance across all campuses.

Essential Functions

• Responsible for the daily vendor management functions utilizing various Federal, State, 3rd Party software and the University’s financial system to maintain integrity of vendor database while sustaining regulatory and policy compliance.
• Responsible for evaluating vendor data to ensure appropriate regulatory and tax reporting compliance within the financial system of record.
• Provides instruction and identifies recommendations for general procurement inquiries to staff, faculty, and students on an array of topics to include but not limited to policies & procedures, Procard program, bidding thresholds, signature authority, preferred vendors, technical system training, vendor coordination, regulatory and general compliance, and suggested payment methods in accord with purchase type.
• Performs duties related to procurement card administration to include but not limited to Procard maintenance, processing new applicants, and updating existing user profiles and assisting with monthly University-wide Procard reconciliation.
• Serve as a liaison in support of vendor relationship management to Procurement operations staff, employees, and external vendors.
• Maintain high level of customer service by answering questions and processing requests by phone, email, and in-person.
• Maintains electronic files and documentation in accordance with established retention regulations.
• Research and respond to inquiries related to procurement process and routes inquiries accordingly.
• Communicates identified concerns or trends to Supervisor.
• Participates in committees and/or projects as assigned.
• Performs other related duties as assigned.

University of the Pacific recognizes that diversity, equity, and inclusion is foundational to the success of our valued students and employees. We prioritize policy and decision-making that demonstrates awareness of, and responsiveness to, the ways socio-cultural forces related to race, gender, ability, sexuality, socio-economic status, etc. impede or propel students, faculty, and staff.

Minimum Qualifications

• Two (2) years post-secondary education.
• One (1) year of business administration experience.

Preferred Qualifications

• Familiarity with Federal and California state compliance regulations as it relates to IRS reporting and procedural guidelines preferred.
• Basic knowledge of accounting principles and practices, database management, and regulatory compliance.
• Requires high level of detail to maintain data integrity and regulatory compliance.
• Excellent interpersonal and communication skills.
• Proven ability to work collaboratively or individually in a deadline-driven environment.
• Commitment to provide high level of customer service.
• Strong analytical and problem-solving skills.
• Effectively and professionally communicate orally, by phone, email, in writing, and in person.
• Strong working knowledge of Microsoft Office Suite, Adobe, and internet-based technologies.
• Contribute positive attitude and possess excellent time management skills.
• Proven ability to work with diverse populations and demonstrated commitment to promote and enhance diversity and inclusion.
• Familiarity with Microsoft Access and/or relational databases.
• Experience and sensitivity in working with people of diverse backgrounds and cultures.
• Demonstrated experience in advancing social justice, equity, and inclusion in a university setting.
• Ability to engage and integrate culturally responsive practices and knowledge in their work.

Physical Requirements

The physical demands described here are representative but not definitive of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Requires extended periods of sitting and repetitive hand/wrist motion while using computer keyboard and phone. Occasional standing, walking, bending, stooping, grasping, and lifting up to 25 pounds.

Work Environment/Work Week/Travel

Work performed during standard business hours.

Hiring Range

Hiring Range $18.99 - $23.74 per hour. We consider factors such as, but not limited to, the scope and responsibilities of the position, the candidate’s qualifications, internal equity, as well as market and organizational considerations when extending an offer.

All applicants who receive a conditional offer of employment are required to execute a release and authorization for a background screening.

AB 810 Misconduct Disclosure Requirement: University of the Pacific complies with California Assembly Bill 810, requiring candidates accepting conditional job offers to disclose any final administrative or judicial findings, ongoing proceedings, allegations, resignations under investigation, or appeals related to sexual harassment or misconduct within the past seven years.

AA/EEO Policy Statement

University of the Pacific is an affirmative action and equal opportunity employer dedicated to workforce diversity. In compliance with applicable law and its own policy, Pacific is committed to recruiting and retaining a diverse faculty and staff and does not discriminate in its hiring of faculty and staff, or in the provision of its employment benefits to its faculty and staff on the basis of race, color, religion, national origin, ancestry, age, genetic information, sex/gender, marital status, military and veteran status, sexual orientation, medical condition, pregnancy, gender identity, gender expression, or mental or physical disability.

Posting Specific Questions

Required fields are indicated with an asterisk (*).

• * Do you have any post-secondary education?
  • Yes
  • No
• * Do you have one (1) year of business administration experience?
  • Yes
  • No