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Procurement Specialist

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University of Wisconsinu2013La Crosse

La Crosse, WI

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Position Information Position Type Staff\/Administrative Appointment Percentage 100 Division\/College Administration and Finance Division Description of College \/ Department \/ Program \/ Division \/ Unit The Division of Administration and Finance is committed to providing quality campus services to faculty, staff, students and external constituencies in support of the university\u2019s mission of teaching, research, and public service. The division includes Facilities Planning & Management, Business Services, Budget, Human Resources, Information Technology Services and Police & Parking Services. Position Summary This is a professional level position, reporting to the Director of Purchasing, and is responsible for a variety of procurement functions within the Purchasing Office including the coordination of activities involved in the purchasing of commodities and services. The position is responsible for providing information and guidance to campus departments including faculty, and staff on procurement policies and procedures established by the Department of Administration (DOA), State Bureau of Procurement, University of Wisconsin System (UW System), and University of Wisconsin-La Crosse (UWL). This position will assist with purchase order processing, preparation of Requests for Bid and Requests for Proposal, and Simplified Bidding. The position will research and maintain a database of statewide contracts, UW System contracts and UWL contracts to provide a quick reference guide for campus departments. This position will also serve as the Procurement Card Coordinator for UWL. As part of this role the position will review procurement card (p-card) applications, provide training to new cardholders, and act as the liaison between the university and US Bank as well as serve as the expert on US Bank\u2019s Access Online p-card management tool. Perform data analytics of procurement card activity for review with the Purchasing Director. This position works standard office hours Monday through Friday from 7:45 a.m. to 4:30 p.m. Required Qualifications \u2022Bachelor\u2019s degree in a business related field. \u2022Minimum of two (2) years of relevant work experience in purchasing or a related business field. \u2022Excellent written and verbal communication skills. \u2022Ability to work effectively and collaboratively with diverse groups and individuals. \u2022Experience with using Microsoft Office suite. Preferred Qualifications \u2022Four (4) years of relevant work experience in purchasing or a related business field. \u2022Knowledge of State of Wisconsin, UW System and UWL purchasing rules, regulations, and procedures. \u2022Knowledge of principles and practices of professional purchasing, including value analysis and techniques in writing specifications and contracts. \u2022Ability to organize, prioritize and multi-task to maintain timely completion of multiple projects from a variety of sources. \u2022Effective negotiation skills. \u2022Experience with a procurement card program \u2022Exceptional skill in attending to detail and accuracy. Physical Demands Working conditions and environment Miscellaneous Information Position Description Duties\/Responsibilities These are the job duties required for the position. Responsibility Statement Procurement Functions and Support Duties to Support Responsibility \u2022Perform purchasing in compliance with all appropriate federal, state, UW System and UW-La Crosse regulations, guidelines, policies and audit recommendations. \u2022Act as a resource for campus departments with regard to state purchasing statutes, Department of Administration rules and regulations, UW-System policy, and UW-La Crosse Purchasing Services policies and procedures. \u2022Develop or assist with development of Simplified Bids, Requests for Bids (RFB), and Requests for Proposals (RFP) in compliance with UW-La Crosse, UW System and State Bureau of Procurement regulations. \u2022Provide guidance to campus constituents on policies and procedures relating to purchase requisitions, requests for quotes, purchase order status. \u2022Assist with purchase order preparation in compliance with UW-La Crosse, UW-System and State Bureau of Procurement regulations. \u2022Assist departments with Cost Benefit Analysis (CBA) for outsourcing service contracts according to required DOA Contracting for Services procedures in conjunction with Purchasing Director. \u2022Research mandatory state contracts and maintain a database of both the mandatory and the optional contracts available for utilization by campus departments and by Purchasing to create timelines for re-bidding contracts. \u2022Coordinate the annual maintenance agreement renewals for campus with vendor and department. Obtain approvals from department for any changes\/increases. \u2022Collaborate with Accounts Payable for any urgent documents needing a coordinated effort to achieve deadlines. Percentage Of Time 55 Essential Yes Responsibility Statement Procurement Card Program Coordination Duties to Support Responsibility \u2022Provide direction and assistance to cardholders concerning acceptable card usage and assist with problem resolution. Serve as the primary contact for cardholders and the liaison between the cardholder and US Bank. \u2022Prepare reports as required or requested by various authorities, including Department of Administration, UW System, and the Office of Internal Audit for review by the Purchasing Director. \u2022Maintain cardholder information in the Access Online site, a credit card management tool provided by US Bank, in conjunction with Purchasing Services staff. \u2022Ensure all new cardholders have been properly trained in responsibilities prior to issuing their procurement card(s). \u2022Train campus procurement card users on Access Online functionality. \u2022Respond to and provide information requested as part of the quarterly UW System p-card audits to the Purchasing Director prior to submission. \u2022Facilitate the completion of procurement card audits, document findings and provide report for review by the Purchasing Director. \u2022Work with the Purchasing Associate and Business Services staff to ensure that bi-weekly statements are received timely with all required supporting documentation. \u2022Complete and document performance of regular analytics of procurement card transactions and review with Purchasing Director prior to communication with cardholders. \u2022Develop and maintain campus p-card procedures that meet State guidelines as identified in the State Procurement Manual, maintaining and modifying the University\u2019s P-Card user manual. Percentage Of Time 35 Essential Yes Responsibility Statement Other Duties Duties to Support Responsibility \u2022Compile monthly Minority Business Enterprise reporting for review by Purchasing Director prior to submission to UW System. \u2022Assist with website development and maintenance, with a focus on the procurement card policies and procedures. \u2022Stay current on procurement policies and procedures by joining purchasing related organizations, subscribe to purchasing related newsletters and attend purchasing trainings, as applicable. \u2022Provide assistance to the Purchasing Director as needed to ensure the procurement activities on campus are completed accurately, timely, and in compliance with all purchasing policies and procedures. \u2022Keep the Purchasing Director informed of any issues or concerns related to purchasing activities occurring on campus. \u2022Assist with other Purchasing Services or Business Services projects as needed. \u2022Other duties as assigned by Purchasing Director. Percentage Of Time 10 Essential No

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University of Wisconsinu2013La Crosse

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