Procurement Support Associate

Department

FSU Procurement Services

Responsibilities

• This position includes day-to-day management of the electronic supplier file for the campus wide Supplier entry process and assists with the day-to-day functions of the PCard Administrator. Provides Help Desk support for the procure to pay process, and office recordkeeping. Performs a variety of administrative/clerical duties in support of Procurement Services functional duties.
• Manage the Supplier Entry process for Procurement Services for all suppliers. This includes day to day entry and maintenance of suppliers. Coordinate with Accounts Payable, Controllers Tax Office, and internally to ensure proper entry of suppliers. Recommend process and procedural updates for Supplier Entry process. Confirmation with the suppliers that all information is correct. Notify and update suppliers with our preferred dispatch method. Resolve issues for campus departments as well as suppliers pertaining to policy and procedures questions. Explain how to suggest a supplier, find the correct locations, complete the current supplier profile registration, etc.
• Assist with the day-to-day functions of the PCard Administrator by handling campus wide customer service requests, card issuance/termination, credit limit increases, waivers, application processing, and fraud. Maintains required documentation for PCard issuance and termination, credit limit increases, waivers, and approvals to ensure compliance with all related University policies and procedures. Review and gather information on PCard issues and provide information to appropriate personnel.
• Schedule Procurement Services meetings, handle special events logistics, maintain training schedule and log/supporting documentation for Department, maintain Teams site documentation for ICOP and SUS, provide doing business with information to suppliers as needed, assist with reporting, electronic file maintenance and data management as needed.
• Serve as an Administrator on the Procurement Services Help Desk. Provide telephone/online assistance for end users having difficulty with SpearMart Procurement and Contract Modules. Assist with the direction of general inquiries and requests to appropriate department contacts as needed, answer and triage email inboxes, research, monitor and maintain distribution errors including RightFax Utility log for OMNI POs, SpearMart POs, invalid distributions, manual PO distributions. Re-distribute POs as needed. Assist in making recommendations on office operational needs.
• Recordkeeping for Procurement Services. This includes filing incoming paperwork and pulling files for destruction based on retention periods. Catalog, file and maintain the Certificate of Liability Insurance forms in the supplier system. Primary PCard proxy for the department that ensures charges are coded properly and reconciled. Process requests for credit letters. Process requests on department calendars for use of meeting spaces, events etc. Assist travel representative in processing department travel authorizations and expense reports. Assist Procurement Services with other clerical and administrative projects and duties as needed.

Qualifications

High school diploma or equivalent and four years of experience. (Note: post high-school education and/or experience may substitute at a comparable rate.)

University Information

One of the nations elite research universities, Florida State University preserves, expands, and disseminates knowledge in the sciences, technology, arts, humanities, and professions, while embracing a philosophy of learning strongly rooted in the traditions of the liberal arts and critical thinking. Founded in 1851, Florida State University is the oldest continuous site of higher education in Florida. FSU is a community steeped in tradition that fosters research and encourages creativity. At FSU, there's the excitement of being part of a vibrant academic and professional community, surrounded by people whose ideas are shaping tomorrow's news!

Learn more about Florida State University and our campuses.

FSU Total Rewards

FSU offers a robust Total Rewards package. Visit our FSU Total Rewards website to learn more about our Compensation, Benefits, Wellness, Recognition, and Employee Development programs.

Use our FSU Total Compensation Calculator to calculate Total Compensation options based on potential salary, benefits and retirement contributions, earned leave, and other employment-related perks.

How To Apply

If qualified and interested in a specific job opening as advertised, apply through the FSU Careers site (jobs.fsu.edu). If you are a current FSU employee, apply through myFSU Self Service.

Applicants are required to complete the online application with all applicable information. Applications must include all work history up to ten years, and education details even if attaching a resume.

Veterans Preference

Certain service members and veterans, and the spouses and family members of such service members and veterans, Certain service members and veterans, and the spouses and family members of such service members and veterans, receive preference and priority, and certain service members may be eligible to receive waivers for post secondary educational requirements, in employment by the state and its political subdivisions and are encouraged to apply for the positions being filled. Veterans Preference applies to University Support Personnel System (USPS) positions only.

IMPORTANT: To claim Veterans Preference, select "yes" to the question on the application questionnaire and upload a DD-214 (or equivalent), the Veterans Preference Certification form, and other documentation if applicable with your online application before midnight of the position closing date.

Click the links for Veterans' Preference eligibility requirements and Veterans' Preference required documentation (PDF), or call FSU Human Resources at (850) 644-6034.

Considerations

This is an USPS (University Support Personnel System) position.

This position requires successful completion of a criminal history background check.

Equal Employment Opportunity

FSU is an Equal Employment Opportunity Employer.