Specialist, Procurement

Title: Specialist, Procurement

Department: Vice President for Fin & Planning

Duration: Indefinite

Employment Status: Full Time (40 hours/week)

Job Summary

Reporting to the Controller, the Procurement Specialist will be responsible for executing day-to-day operational procurement activities which may include collaborating with College departments and suppliers, contract review and negotiations, issue resolution, risk mitigation, purchase order review and issuance, supplier performance management, and assisting with strategic sourcing initiatives. The candidate will also act as a backup for Student Business Services and be responsible for aspects of accounting related to student accounts and loans as well as customer service.

Job Duties

• 30% - Receives, validates, and enters accurate and complete vendor information into the Ellucian Banner System by conducting payables and vendor research (Examples: obtain W-9s or W-8BENs, audit vendor statements, validate TIN through TIN Matching system, research for debarment, etc.). - (Essential)
• 5% - Keeps complete and accurate vendor data files by contacting vendors and other departments to maintain updated vendor information. - (Essential)
• 5% - Develops, organizes, and archives vendor forms and information. Determines if the vendor addition fulfills IRS 1099 reporting requirements. Identifies duplicate or inactive vendors, miscoded vendor classes and income codes and opportunities for electronic payment (ACH or P-card). - (Essential)
• 30% - Performs contract review, issue resolution, risk mitigation, price negotiations and supplier performance management per the College’s Contract Policy and ensures all required documentation is received and files are maintained. Works with Accounts Payable Department to maintain vendor information accurate. - (Essential)
• 15% - Reviews, manages, and approves various procurement related requests, transactions, and activities (e.g., requisitions, purchase orders, supplier agreements, change orders, amendments). Reviews proposals, quotes, and agreements to ensure completeness, accuracy, compliance, and to identify and negotiate opportunities to add value. - (Essential)
• 5% - Oversees the escheatment process by confirming with payment requestors if check should be reissued or voided, initiating communication with vendors regarding address changes prior to reissuance, voiding checks in CBB and uploading stale check records into SOVOS UPexchange software. - (Essential)
• 5% - Provides customer service to parents, students, alumni and other Occidental personnel. Records and reconciles departmental charges and credits on student’s accounts. - (Essential)
• 5% - Prepares Federal Title IV loan notification letters. Coordinates the weekly student account refund process. - (Essential)

Minimum Qualifications

• Bachelor’s degree or combined experience/education as substitute for minimum education.
• 3 years’ experience in procurement or related fields. Knowledge of procurement regulations, processes, and practices. ERP system knowledge (e.g., Baner, Workday).
• Foundational understanding of procurement agreements and their applicability.
• Strong ability to work on multiple tasks accurately, effectively and efficiently.
• Must be able to work independently in high volume, high accountability and confidential environment.
• Must have exceptional customer service demeanor.
• Must have excellent organization skills and attention to detail.
• Proficiency in Word and Excel. Strong ability and aptitude to learn new programs.
• Must possess excellent written and oral communication skills and time management skills.
• Strong problem solving and analytical skills.

Preferred Qualifications

• Bachelor’s degree (Business or related field). Procurement certifications (CPM, CPSM).
• 5 or more years of procurement experience in higher education.
• Intermediate Excel skills.
• Experience with process improvement.
• Maintains industry expertise and understanding of all relevant policies and procedures.

EXPECTED HIRING RANGE: $28.00/hr-$33.00/hr

If you are offered this position at Occidental College, your final base salary compensation will be determined based on factors such as skills, education, experience, and/or geographic location. In addition to those factors, Occidental complies with applicable pay equity laws and considers internal equity among current employees when developing the final offer. Please keep in mind that the range mentioned above is the base salary range for the role. Hiring at the maximum of the range would not be typical in order to allow for future and continued salary growth. We also offer a generous compensation and benefits package.