Procurement Coordinator

Utah Retirement Systems; Salt Lake City (UT); On-site; USD 45,000 - 60,000; Full time

Job summary

Utah Retirement Systems seeks a Procurement Assistant to perform various administrative tasks aimed at streamlining procurement processes. This role includes maintaining records, assisting in budget oversight, and supporting business continuity planning. Candidates should have an Associate Degree and relevant experience in budgeting or recordkeeping. If you possess strong analytical skills, attention to detail, and a commitment to public service, this position offers a great opportunity for professional growth.

Qualifications

• Associate degree with three (3) years related experience in budgeting and accounting.
• Experience in business continuity planning preferred.
• Knowledge of URS purchasing policies and state regulations.

Responsibilities

• Manages procurement processes and maintains records.
• Monitors budget expenditures and assists in financial reporting.
• Assists in business continuity planning and execution.

Skills

Communication

Organization

Analytical Skills

Attention to Detail

Education

Associate Degree

Tools

Microsoft Office Suite

Accounting Software

Database Management Systems

Sharepoint

Job description

About The Company

Utah Retirement Systems provides benefits for state and other Utah Public employees through the work of two divisions. The Retirement Office administers pension and retirement benefits. PEHP Health & Benefits specializes in medical, dental, life, and other benefits. We take pride in providing a peace of mind for thousands of Utah families. We are committed to our public missionand maintaining a positive team environment. We offer a competitive salary, and our benefits far exceed what most modern employers offer.

Job Description

POSITION SUMMARY

Performs a variety of administrative and support duties designed to expedite procurement for Utah Retirement Systems. Maintains department records for purchases, contracts, licensing, and budgets. Assists with business continuity planning and testing with departments and assists in the general oversight of the company-wide program with upper management. Assists staff with fleet reservation system issues.

ESSENTIAL JOB FUNCTIONS AND DUTIES

Enters basic purchase orders for departments, monitors status, and coordinates with vendors while ensuring purchasing policies are followed.

Reconciles department purchase orders to finance budget software program to ensure proper accounting records are kept.

Initiates invoice receipting process; coordinates with departments and finance to ensure prompt payment; ensures finance pays out of the correct accounts.

Initiates requests to vendors for payment information such as ACH, addresses, and tax information.

Produces reports and conducts research regarding purchases and budgets. Develops recommendations and projections for department heads and acts as a resource for budget related issues. Monitors smaller-scale department budgets and maintains accounting of budgeted items, forecasts spending, and analyzes trends in accounts.

Initiates monthly budget reviews with assigned departments. Enters department budgets into the appropriate systems. Participates in budget meetings with finance and departments.

Works with departments heads to initiate RFPs; advises on the process; produces supporting documentation; coordinates between department heads and Managing Purchasing Agent on RFP schedule.

Monitors and tracks contracts, maintenance expirations, and renewal dates to ensure products and services do not lapse in coverage.

Initiates the contract review process and ensures appropriate signatures are gathered in a timely manner. Researches and retrieves contracts for department heads.

Reviews, audits, and reconciles monthly credit card statements and invoices for departments.

Maintains a thorough understanding of and strictly adheres to URS purchasing policies and state regulations. Educates those involved if any issues are found.

Assists Sr. Procurement Coordinator with business continuity functions related to the planning, development, and monitoring for each department business continuity plan.

Assists Sr. Procurement Coordinator in establishing, coordinating, maintaining, and updating documentation in a central repository, pertaining to the Office business continuity program. Coordinates access to the business continuity plans and procedures.

Assists in testing components of the business continuity program.

Coordinates support for any incident which may require activation of all or part of the business continuity program.

Assists Sr. Procurement Coordinator with the off-site business continuity operations center to ensure facility and equipment are operable.

Assists Sr. Procurement Coordinator with administration of company fleet reservation system by answering basic questions from staff on how to reserve vehicles.

Audits and identifies problems with purchasing system and notifies support staff for resolution.

Maintains regular and reliable attendance.

Maintains strict confidentiality.

Performs other related duties as required.

Required Experience

Education and Experience

Associate degree and three (3) years of directly related experience in budgeting, accounting, recordkeeping, analysis, forecasting, or an equivalent combination of education and experience.

Experience in business continuity planning and development is preferred.

ABCP (Associate Business Continuity Professional), AMBCI (Associate Member of the Business Continuity Institute), or an equivalent Business Continuity certification is preferred.

Knowledge, Skills, and Abilities

This list contains knowledge, skills, and abilities that are typically associated with the job. It is not all-inclusive and may vary from position to position:

Required technical skills include the working knowledge of and ability of:

• Preparing reports for department directors and other department heads.
• Microsoft Office Suite, Adobe, and similar software packages to produce reports.
• Accounting software.
• Sharepoint.
• Database management system(s) and program applications.

Required mathematical skills include working knowledge of:

• Calculating figures such as discounts, interest, proportions, percentages, and ratios.
• Concepts of basic algebra and geometry.
• Inventory calculations and projections.
• Budgeting techniques and projections.

Must possess excellent communication and comprehension skills:

• Read, analyze, and interpret general business periodicals, professional journals, technical procedures, regulations, company and State policies
• Write routine reports, business correspondence, and procedure manuals.
• Communicate with department heads to resolve problems.
• Communicate effectively, verbally and in writing.

Must have basic knowledge of:

• Business continuity policies and procedures.
• Fleet management.

Must have the ability to:

• Follow written and verbal instructions.
• Exercise initiative.
• Establish and maintain comprehensive records and files.
• Prioritize work and organize effectively.
• Perform within deadlines.
• Work well in a team environment as well as independently.
• Multi-task by handling a variety of duties in a timely and efficient manner.
• Follow through with assignments.
• Deal effectively with stress caused by workload and time deadlines.

The incumbent must always demonstrate judgment, high integrity, and personal values consistent with the values of URS.

Work Environment

Incumbent performs in a typical office setting with appropriate climate controls. Tasks require a variety of physical activities which do not generally involve muscular strain, but do require activities related to walking, standing, stooping, sitting, reaching, talking, hearing, and seeing. Common eye, hand, finger dexterity required to perform essential functions.

Position requires occasional travel for office business. Individual must be physically capable of safely operating a vehicle, possess a valid driver’s license and have an acceptable driving record based upon data provided by a current Department of Motor Vehicle Record (MVR).