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This position is a customer focused, state certified position (training provided) which:
1. Review, approve, and dispatch purchase orders.
2. Verifies purchase orders meet published standards, use order of precedence requirements, include backup documentation, and provide proper procurement and financial coding.
3. Serves as the campus subject matter expert in regards to requisitions and state-wide contracts.
4. Ensures all procurement of goods and services are compliant with Federal, State, and University policy and procedures.
5. Applies training to day-today scenarios and works within a team of other certified professionals.
6. Assists administrators, faculty, and staff by providing guidelines and best practices and recommends actions based on charts of accounts and compliance.
7. Provides support to the procurement manager, contract manager, and campus departments.
8. Demonstrates administrative assistance abilities.
9. Provides a high-level of customer service to internal and external customers and suppliers; and as required.
10. Manage, administer, and maintain the fuel card program per Department of Administrative Services (DOAS) policies and procedures.
RESPONSIBILITES:
1. Process and Manage Purchase Orders-
Manages the complete purchase order process university wide per each purchase order. Ensures university compliance with all state purchasing, Department of Administrative Service (DOAS) and Board of Regents procurement (BOR) policies and guidelines. Serves as the purchasing liaison with designated areas within the university the university campus community. Ensures allprocurement of goods and services are compliant with Federal, State, and University policy and procedures. Reviews, corrects, and dispatches purchase orders in accordance to policy. Reviews and verifies purchase order information to ensure correct chart string, amount, procurement order of precedence, and NIGP code(s).
2. Procurement Guidance-
Provides guidance to administrators, staff, and faculty for acquiring goods and services. Shares best practice insight for purchase orders, recommends actions based upon analyzing accuracy of purchase orders. Reviews fund utilization to ensure departments are clearing all outstanding debts.
3. Serves as a campus subject matter expert in procurement and purchasing on req -
Serves as a campus subject matter expert in procurement and purchasing on requisitions and state-wide contracts. Provides periodic in-class training in forums and classroom instruction.
4. Purchase Card-
Possesses a purchasing card to procure goods and services for the university. Assist with campus fuel pins and management of the on campus fuel program.
5. Analytical Duties-
Applies the knowledge learned in the Georgia Certification to review the purchase orders for compliance. Reviews all purchase orders from a strategic view by pulling reports, queries, and analyzing data to improve the overall purchase order process and to provide feedback to campus partners.
Required Qualifications:
Educational Requirements
High School / GED
Other Required Qualifications
Special Instructions: Key procurement specialist who manages the procurement/purchase process and dispatches purchase orders across campus partners and vendors, ensuring accuracy and federal, state, and university compliance. University of West Georgia Procurement Office is a fast pace, dynamic environment, where you apply State of Georgia Certification standards in a
customer focused role. This is an on-site procurement team environment. Become part of a team curating a first-choice University at the University of West Georgia.
Required Experience
Two or three years of experience in purchasing or business administration field or experience in a fast pace environment, leadership, customer service role, or an Associate's Degree in
Business Administration, Accounting, or Finance. Minimum of two years of customer service experience. General knowledge of state or government accounting policies and processes. Georgia Certified Purchasing Agent (GCPA) achieved within six months of hiring, and Georgia Certified Purchasing Management (GCPM) qualification within 18 months of hiring. Due to purchasing responsibilities, must be able to pass a credit check and be able to manage the University purchasing card.
Preferred Qualifications:
Preferred Educational Qualifications
Bachelor's Degree
Preferred Experience
Georgia Certified Purchasing Agent (GCPA) and Georgia Certified Purchasing Management (GCPM) Certification. Higher Education Procurement Experience and other Procurement Certifications.
Knowledge, Skills, & Abilities:
ABILITIES
Demonstrated agility. Adapts to changing work priorities to meet deadlines and schedules. Works as part of a team with constant interruptions. Demonstrated experience with Microsoft Office Suite, Google workspace, and People Soft. Ability to respond diplomatically to sensitive and critical issues. Demonstrate ability to work cooperatively, professionally, and constructively in a teamenvironment, and to work and interact professionally with all levels of management.
Office Environment - Work normally performed in a typical interior
work environment.
KNOWLEDGE
Purchase Orders processed that are out of compliance with State Purchasing can result in audit findings causing the University to have a reduced delegated spending authority. Contract renewals not executed on time can cause the University to lose the ability to purchase necessary goods and services.
SKILLS
Self-Starter, quick learner, who takes responsibility and accountability to make key decisions. Ensures accurate and timely work. Excellent verbal, written communication, and presentation skills. Strong interpersonal skills, attention to detail, and analysis. Possess planning and organizing skills. Proficient with software programs such as Microsoft Word, Excel, Power Point, electronic records management (Docuware), electronic procurement experience. Possess superior customer service and relationship building skills.
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University of West Georgia
Nov 21, 2024