Purchasing Specialist (Temporary)

POSITION SUMMARY

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 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.