Senior Procurement Specialist

Department

Institutional Finance: Procurement

Procurement

Position Title

Senior Procurement Specialist

Job Family Group

Professional Staff

Job Description Summary

Provides assistance and consultation to department staff preparing requisitions of unique items. Prepares specifications for equipment that is not on state or university contract. Research and evaluate special and prior authorization requests.

Job Description

Job Duties

• Responsible for operation of $700,000 to $800,000 spend per month on the Business Procurement Card (BPC) Program.
• Process Applications for BPC card requests: Verify that new applicants have taken the quiz, are an active employee in our ERP system Workday, and sign off on their application.
• Issue new & renewal cards. Send e-mail notification to card owners.
• Maintains Commerce Bank Website:
• Enter new BPC card requests.
• Adjust dollar limits and authorization levels for either individual transactions or for the cycle. These could be temporary or permanent.
• Update any demographic information.
• Close account, request a new account if corrupted.
• Manage Workday:
• Set up new or replacement cards for employees.
• Run a query daily to verify all transactions have integrated from Commerce into Workday.
• Review all transactions that have been posted for over five (5) days and turn off the credit card for all who have not completed the procurement verification.
• Run a query monthly to verify transactions have all been entered and approved in Workday.
• Process a Settlement Run in Workday for payment of the Commerce Monthly statement. Print the statement from the Commercial Card website on first day available, so that it can be paid within the Net 20 days.
• Maintain BPC Active Spreadsheet:
• Record any permanent or temporary money limit changes.
• Note why closing and enter date closed with Commerce.
• Customer Service Requirements
• Work with the department or card owner to reconcile all remaining transactions on closing or corrupted accounts so that the card can be inactivated. All transactions must be reconciled and zeroed out before closing in Workday.
• Review and approve Foreign Vendors and limit increases above $5k for per transaction if non-contract and any cycle limit going over $20k permanently or temporarily.
• Assists Card Owners when purchases have been denied by Commerce to identify what is wrong. Get approvals if necessary to allow the purchase & then make adjustments to the accounts to allow the purchase, if it is deemed an allowable purchase. Inform department and advise why they cannot make the purchase if it is determined it is not allowed.
• Assist card enterers when processing transactions in Workday.
• Send reminder emails for all late transactions or suspension notices for those too many days behind in processing their transactions.
• Make procedure or policy changes for process improvement and add/modify them in BPC Procedure Manual.
• Prepare and organize documentation for annual State Audits.
• This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. It is only a summary of the typical functions of the job, not an exhaustive list of all possible job responsibilities, tasks, duties, and assignments. Furthermore, job duties, responsibilities and activities may change at any time with or without notice.
  

Required Qualifications

Education: High school diploma. Education may be substituted for experience on a year for year basis. Experience used to substitute education is in addition to any required work experience.

Work Experience: Five (5) years in in a project management, data analysis, customer service, or purchasing-related role.

Preferred Qualifications

Education: Bachelor’s degree in Business or related field.

Skills

• Customer Service skills.
• Ability to delegate tasks and resolve conflicts.
• Ability to communicate ideas clearly and effectively, both verbally and in writing.
• Ability to listen to others and understand their concerns.
• Ability to create deadlines and timelines to ensure tasks are completed on time.
• Ability to adjust to changes and keep the projects on track.
• Ability to coordinate tasks, meetings, and timelines with different teams.
• Ability to problem solve by gathering information, weigh pros and cons, and formulate solutions to unexpected events.
  
  

Required Documents

• Resume
• Cover Letter
  
  

Comprehensive Benefits Package

Coverage begins on day one for health, dental, and vision insurance and includes health expense accounts with generous employer contributions if the employee participates in a qualifying health plan. Employer-paid life insurance, long-term disability insurance, and various additional voluntary insurance plans are available. Paid time off, including vacation and sick, begins accruing upon hire, plus ten paid holidays. One paid discretionary day is available after six months of employment, and paid time off for bereavement, jury duty, military service, and parental leave is available after 12 months of employment. A retirement program with a generous employer contribution and additional voluntary retirement programs (457 or 403b) are available. https://www.kumc.edu/human-resources/benefits.html

Employee Type

Regular

Time Type

Full time

Rate Type

Hourly

Compensation Statement

The pay range listed for this position is determined by our compensation program using market data and salary benchmarking. A combination of factors is considered in making compensation decisions including, but not limited to, education, experience and training, qualifications relative to the requirements of the position, and funding. At the University of Kansas Medical Center, a reasonable estimate for the starting pay range will be the minimum to midpoint of the posted range, taking into account the combination of factors listed above.

Pay Range

$24.20 - $35.09

Minimum

$24.20

Midpoint

$29.64

Maximum

$35.09