Purchasing Specialist (Temporary)

Vanguard University; Costa Mesa (CA); On-site; USD 34,000 - 37,000; Full time

Job summary

Vanguard University is seeking a Purchasing Specialist to coordinate university purchasing and support the full-cycle accounts payable and procurement processes.

You will review requisitions, issue POs, maintain vendor records, and assist with audits while ensuring accuracy and timely payments. This is a temporary, full-time, on-site position reporting to the AP-Purchasing Manager.

Qualifications

• Minimum 1 year of experience in purchasing, accounts payable, procurement, or related administrative/financial role.
• Experience supporting full-cycle accounts payable and purchasing processes.
• Strong organizational skills and ability to manage multiple priorities with minimal supervision.
• Proficiency in Microsoft Excel and Outlook/Word.
• Attention to detail and accuracy; effective written and verbal communication.
• Ability to build professional working relationships with faculty, staff, vendors, and stakeholders.

Responsibilities

• Review requisitions for accuracy, supporting docs, GL accounts, and approvals; issue purchase orders and maintain files.
• Match and receive purchase orders for weekly check run with AP to enable vouchering.
• Maintain PO status for year-end closing and purge extraneous requisitions; track closed blanket POs.
• Maintain/create vendor records; review W-9s to assign 1099 tax status.
• Manage communications with vendors, faculty, and staff with high integrity and service.
• Audit bimonthly P-card expenses for reconciliation, policy compliance, and GL usage; provide GL import files.
• Review P-card payments for sales tax and coordinate with AP for timely use tax payments.
• Assist Office of Fiscal Management during annual audits; ensure policy compliance.
• Perform related duties as assigned by Assistant Director of Accounting Operations.

Skills

Purchasing

Accounts payable

Procurement

Organization

Communication

Attention to detail

Microsoft Excel

Microsoft Outlook

Team collaboration

Documentation

Education

Bachelor's degree in Accounting/Finance/Business

Tools

Ellucian Colleague

Microsoft Excel

Purchase Order Software

Job description

The Purchasing Specialist coordinates the University’s purchasing activities and supports the full-cycle accounts payable and procurement process. Responsibilities include processing requisitions and purchase orders, supporting invoice processing and payment administration, maintaining vendor information, and assisting with other purchasing-related functions. This is a temporary, full-time, onsite position that reports to the AP-Purchasing Manager.

POSITION DUTIES

• Review submitted requisitions for accuracy, supporting documentation, appropriate general ledger accounts, and required approvals; issue purchase orders; compile documentation and maintain electronic files for effective and easy retrieval during weekly reviews and annual audits.
• Match and receive purchase orders for the weekly check run, coordinating with A/P to ensure payment requests are ready for vouchering.
• Maintain PO status for fiscal year-end closing, including purging extraneous requisitions, filing paid POs, and tracking and closing blanket purchase orders confirmed as fully expensed.
• Maintain and create vendor records to ensure accurate payment issuance, reviewing W-9 documentation to appropriately assign 1099 tax status.
• Manage communications with vendors, faculty, and staff while maintaining a high level of integrity and customer service.
• Audit bimonthly P-card expenses to ensure timely and accurate reconciliation, policy compliance, and appropriate use of general ledger accounts within budget. Create and provide Fiscal with GL import files bimonthly.
• Review P-card payments for appropriate sales tax and provide information to A/P to ensure timely payment of quarterly use tax.
• Assist the Office of Fiscal Management during the annual audit.
• Ensure compliance with University policies and procedures.
• Perform related duties as assigned by the Assistant Director of Accounting Operations.

SKILLS & QUALIFICATIONS

Required

• Minimum of 1years of experience in purchasing, accounts payable, procurement, or a related administrative or financial role.
• Experience supporting the full-cycle accounts payable and purchasing process, including purchase requisitions, purchase orders, invoice review, vendor communications, and payment processing.
• Strong organizational skills with the ability to manage multiple priorities, meet deadlines, maintain schedules, and work with minimal supervision.
• Intermediate proficiency in Microsoft Excel.
• Proficiency with Microsoft Outlook, OneNote, Word, PowerPoint, and Adobe Acrobat Professional.
• Strong attention to detail and ability to perform work with a high degree of accuracy.
• Effective written and verbal communication skills with a positive and collaborative approach.
• Ability to establish and maintain professional working relationships with faculty, staff, vendors, and other stakeholders.
• Knowledge of general office procedures and terminology.
• Knowledge and acceptance of the mission and principles of Vanguard University.

Preferred

• Bachelor’s degree in Accounting, Finance, Business Administration, or a related field.
• 2 or more years of experience in purchasing, accounts payable, procurement, or a related financial function.
• Advanced proficiency in Microsoft Excel.
• Experience working in higher education.
• Knowledge of and experience using Ellucian Colleague.

SALARY

This is a non-exempt, full-time, temporaryposition.This temporary position is expected to run from October 12 through November 30, based on business needs. Expected Pay Range: $25.00 - $27.00 per hour.

Placement within the hourly range is commensurate upon education and experience.

EOE Statement Vanguard University is committed to ensure that all candidates have an equitable opportunity to apply for and participate in the selection process. As a university, we hold firm to the application of the reasonable accommodation process in accordance with the Americans with Disabilities Act of 1990. If you require an accommodation because of a disability in order to participate in any phase of the application process, or if you would like to request this information in an alternative format, please call Ken Bott, Sr. Director of Human Resources, at 714-662-5287. Vanguard University is an equal opportunity employer and prohibits discrimination or harassment of any kind against individuals of race, color, national origin, disability, pregnancy or any other characteristic outlined by federal, state, and local laws. Where permitted by law and in relation to the school's heritage and mission, Vanguard does exercise religious preference throughout the University and therefore employs individuals who are compatible with the institution, mission and statement of faith. This applies to all employment practices within the university. Vanguard is committed to a hiring process that is based on candidate's qualifications, merit, and operational needs of the university.

Category Finance

Full-Time/Part-Time Full-Time

Exempt/Non-Exempt Non-Exempt

This position is currently accepting applications.