Purchasing Specialist (Temporary)

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

Job summary

Vanguard University is seeking a Purchasing Specialist to coordinate the University's purchasing activities and support full-cycle accounts payable and procurement processes. The role is on-site and reports to the AP-Purchasing Manager.

Responsibilities include processing requisitions and purchase orders, maintaining vendor information, reviewing W-9 documentation, and assisting with annual audits. This temporary, full-time position requires at least 1 year of related experience and proficient

Qualifications

• Experience in purchasing and full-cycle accounts payable.
• Strong organizational skills and ability to manage multiple priorities.
• Intermediate Excel proficiency.
• Proficiency with Microsoft Office suite.
• Attention to detail and accuracy.
• Excellent written and verbal communication.
• Ability to work with faculty, staff, vendors, and stakeholders.
• Knowledge of general office procedures and Vanguard University policies.

Responsibilities

• Review requisitions for accuracy, approvals, and GL accounts; issue POs.
• Match and receive POs for weekly check run; coordinate with AP.
• Maintain PO status for fiscal year-end closing and purge extraneous requisitions.
• Maintain and create vendor records; review W-9 for 1099 status.
• Communicate with vendors, faculty, staff with professionalism.
• Audit bi-monthly P-card expenses for reconciliation and compliance.
• Review P-card payments for sales tax and timely use tax payment info to AP.
• Assist Office of Fiscal Management during annual audit.
• Ensure compliance with University policies.
• Perform related duties as assigned by the AP-Purchasing Manager.

Skills

Purchasing

Accounts payable

Procurement

Organization

Excel

Outlook

Communication

Education

Bachelor's degree

Tools

Excel

Outlook

OneNote

Word

PowerPoint

Adobe Acrobat Pro

Job description

Vanguard University

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.

Required

SKILLS & QUALIFICATIONS

• Minimum of 1 years 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, temporary position.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.