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Purchasing Agent

Apply now Job no: 497477
Work type: Full-time
Location: Oshkosh Campus
Categories: Non-Instructional Academic Staff

Working Title: Purchasing Agent
Official Title: Associate Procurement Specialist
Employment Class: Non-instructional Academic Staff
FTE: 1.0
Compensation: $42,167 - $45,050
Terms of Employment: Fixed Term-Renewable
Position Summary:

Reporting directly to the Director of Purchasing, the incumbent in this position is responsible for coordinating of activities involved in the procurement of commodities and services. The incumbent will also serve as back-up to other Division staff members as requested by Purchasing Director and/or the Controller during peak workload periods and staff members’ extended absences from the Division. The incumbent generally works Monday through Friday, 7:45 a.m. to 4:30 p.m. throughout the year with occasional overtime near each fiscal year’s end (i.e., near June 30th) or as requested by Director of Purchasing and/or Controller.

Responsibilities

University Procurement Card (P-Card) System (50%)


1. Manage campus P-card program, assuring compliance with appropriate Federal, State and UW-System rules and regulations, guidelines and policies.
2. Monitor the spend of cardholders to ensure purchases comply with State statute requirements and UW System policy, independently reviewing and auditing bi-weekly P-Card invoices and cardholder records, and working closely with Auditor and/or designated staff to ensure that policies and procedures are being followed, analyze purchase volume and ensure transactions are appropriate.
3. Process bi-weekly P-card transactions within the PeopleSoft Shared Financial System (PS-SFS).
4. Maintain recordkeeping for Pre-Audit and Purchasing to monitor on-site audits of cardholders, issue warning letters to cardholders when abuse/misuse has been identified and/or poor records are kept of transactions, exercising full authority to cancel any cardholder’s P-Cards or to put P-Cards on an official “Hold” until abuses/misuses/poor records issues are resolved, and reporting evidence of fraud to Auditor and/or designated staff.
5. Serve as Campus Coordinator with office supplies vendor and University departments for office supplies procurement by P-Card and non-P-Card purchases, establishing and monitoring procedures for using the P-Card with the office supplies vendor and coordinating returns between the office supplies vendor and departments.
6. Manage the Shop@UW accounts for the campus.
7. Develop and maintain campus P-Card procedures that meet State guidelines as identified in the State Procurement Manual, maintaining and modifying the University’s P-Card user manual.
8. Work with Human Resources to ensure that all P-Cards are returned upon an employee’s transfer to a different employing unit on campus, or upon termination of University employment.
9. Generate reports of P-Card utilization.
10. Accomplish other goals as assigned.


Procurement Processing and Contract Management (25%)


1. Facilitate and provide direction for all campus procurement processes, assuring compliance with appropriate Federal, State and UW-System rules and regulations, guidelines and policies.
2. Assure contracts are compliant with appropriate State laws and UW-System policies.
3. Process purchasing requisitions and issue purchase orders for campus.
4. Serve as liaison with vendor representatives, campus administration and departmental personnel to resolve maintenance, product quality, financial or installation issues.
5. Assist in the development and maintain institutional policies and procedures for all procurement activities.
6. Maintain procurement and contract documentation per State of Wisconsin Record Retention Policy


Manage and Award Procurement Projects (20%)


1. Direct and coordinate campus procurement processes for commodities and services, from $5,000 to $50,000, assuring compliance with appropriate Federal, State and UWS rules and regulations, guidelines and policies, utilizing procurement processes such as the State of Wisconsin Request for Proposal (RFP) and Request for Bid (RFB).
2. Maintain procurement and contract documentation per State of Wisconsin Record Retention Policy
3. Assist the Director of Purchasing with procurement projects as requested.


Division Operations (5%)


1. Advise and train agency staff on campus procurement processes, assuring compliance with appropriate Federal, State and UW-System rules and regulations, guidelines and policies.
2. Maintain appropriate and current procurement procedure materials for the web site and print resources.
3. Participate in fiscal year-end processes.
4. Gather and summarize various data reports.
5. Participate in the development of Administrative Services policies and procedures.
6. Attend approved job-related seminars, workshops and professional growth classes to update and augment expertise.
7. Accomplish other goals as assigned.

Qualifications  
Required: 1. Associates Degree from an accredited college in a business related program and/or minimum of two years of purchasing (non-clerical) related experience.
2. Excellent interpersonal skills and both written and oral communication skills.
3. A collaborative attitude and evidence of successfully working within a team.
4. Ability to organize, prioritize and multi-task to maintain timely completion of multiple projects from a variety of sources.
5. Proven ability to work with Microsoft Office Suite computer applications.
6. Experience in utilizing an Enterprise Resource Planning (ERP) software system
7. Ability to analyze data and interpret policies and procedures in the review and maintenance of existing, and development of new University and departmental procedures and processes.
8. Ability to identify and implement action independently.
9. Ability to interact effectively with administrators, faculty, staff, students and colleagues, maintaining confidentiality and professionalism at all times.
Preferred: 1. Bachelor’s Degree from an accredited college or university in a business related program
2. Minimum two years of purchasing (non-clerical) related experience.
3. Previous experience in University of Wisconsin System
4. Knowledge of the financial and administrative procedures and policies of the University, UW System, State and Federal agencies
5. Experience in PeopleSoft-Shared Financial System (PS-SFS), QuickBooks, PeopleSoft-Student Information System (PS-SIS) and Wisconsin Data Mart (WISDM) for PeopleSoft Financials
6. Knowledge of UW-System accounting, cash handling and asset management policies and procedures
To Apply:

Applicants must submit the following documents using the online application:

  • Cover Letter
  • Resume
  • List of 3 current professional references with contact information

For questions regarding your application and additional options to apply, contact Human Resources at recruitment@uwosh.edu or 920-424-1166.

The University of Wisconsin System is engaged in a Title and Total Compensation (TTC) project to redesign job titles and compensation structures. As a result of the TTC project, official job titles on current job postings may change in Spring 2020. Job duties and responsibilities will remain the same. For more information please visit: wisconsin.edu/ohrwd/title-and-total-compensation-study/.

Application Deadline:

TO ENSURE CONSIDERATION: Applications received by December 4, 2019 are ensured full consideration. Applications received after that date may be given consideration at the discretion of the search committee. Application materials will be evaluated and the most qualified applicants will be invited to participate in the next step of the selection process. Incomplete and/or late application materials may not receive consideration.

If you have questions regarding this recruitment, or if you are not able to complete the application online due to a disability or system problem, please contact the Office of Human Resources.

Legal Notices:

AA/EO Statement
The University of Wisconsin Oshkosh (UWO) is an equal opportunity and affirmative action employer committed to assembling a diverse, broadly trained faculty and staff. We strongly encourage women, minorities, people with disabilities and veterans to apply. UWO, in compliance with applicable laws and in furtherance of its commitment to fostering an environment that welcomes and embraces diversity, does not discriminate on the basis of race, color, national origin, religion, sex, sexual orientation, gender identity/expression, disability, or protected veteran status.

Reasonable Accommodations
UWO provides reasonable accommodations to qualified individuals with disabilities who are employees or applicants for employment. Employment opportunities will not be denied because of the need to make reasonable accommodations for a qualified individual with a disability. If you need assistance or accommodation in applying because of a disability, please contact afaction@uwosh.edu or 920-424-1166. This job announcement and other material on this site will be made available in alternate formats upon request to an individual with a disability.

Confidentiality of Applicant Materials
UWO is a State agency and subject to Wisconsin's Open Records Law. UWO will not, however, reveal the identities of applicants who request confidentiality in writing except as may be required by Wisconsin's Open Records law. In certain circumstances, the identities of "final candidates" and/or the identity of the appointed applicant must be revealed upon request.

CBC & Reference Check Policy
All candidates for employment are subject to a pre-employment screening which includes a criminal background check, work authorization, and verification of education. It will also require you and your references to answer questions regarding sexual violence and sexual harassment.

Work Authorization
The University of Wisconsin Oshkosh does not offer H-1B or other work authorization visa sponsorship for this position. Candidates must be legally authorized to work in the United States at the time of hire and maintain work authorization throughout the employment term.

Annual Security and Fire Safety Report (Clery Act)
For the UWO Annual Security and Fire Safety Reports (i.e., Clery Report), which includes statistics about reported crimes and information about campus security policies, see https://uwosh.edu/police/, or call UWO’s Police Department, at (920) 424-1212 for a paper copy.

 

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Equal Opportunity and Affirmative Action Employer

All candidates for employment are subject to a pre-employment screening which includes a criminal background check, work authorization, and verification of education. It will also require you and your references to answer questions regarding sexual violence and sexual harassment.

Contact Us

recruitment@uwosh.edu

920-424-1166


Reasonable Accommodations

The University of Wisconsin Oshkosh is committed to the full inclusion of all qualified individuals. As part of this commitment, UW Oshkosh will ensure that persons with disabilities are provided reasonable accommodations. If a reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact the Office of Human Resources, Equal Opportunity, Equity & Affirmative Action, (920) 424-1166 or afaction@uwosh.edu.