Administrative Purchasing Specialist

School of Government Services • Chapel Hill, NC

3d • $19 • Hybrid

About The Position

The selected candidate will be employed by the School of Government Services (SOG Services), but their work location and reporting responsibilities will be at the F&O Finance SCE. SOG Services assists faculty and staff at the UNC School of Government in carrying out its important mission: to improve the lives of North Carolinians by engaging in practical scholarship that helps public officials and citizens understand and improve state and local government. As a nonprofit organization and an official affiliated entity of the University of North Carolina at Chapel Hill, SOG Services also contributes to advancing UNC-Chapel Hill’s broader mission of academic excellence, research, and public service. This position may be eligible for a hybrid work arrangement that may include a partially remote work location. This position will report to the SCE Purchasing Specialist Supervisor and will provide administrative support for purchasing activities. This position will be responsible for providing a range of duties, including data entry, inputting costs and other pertinent information into the work management system (AIM), monitoring incoming purchase requests from customers via a ticketing system, TeamDynamix. For orders under $5,000, process purchases via PCard and simultaneously record pertinent information in AIM.

Requirements

• This position requires outstanding written and verbal communication and interpersonal skills, the ability to multitask, and adhere to strict deadlines.
• The candidate must have the ability to work collaboratively in a fast-paced, demanding environment.
• The candidate should be experienced in the use of computer-based finance or database systems and have the ability to apply received information.
• Requires proficiency with MS Excel, Word, Adobe, Teams, and Zoom.

Nice To Haves

• The ideal candidate must be well organized and detail-oriented; a self-starter, with the ability to manage time and work independently; and flexible, dependable, and adaptable.
• This position requires a high degree of accuracy in transactional work processed.
• Experience with competitively bid contracts or state contracts, experience working at UNC or in higher education, and with PeopleSoft Finance (Connect Carolina) is preferred.
• Knowledge of database systems and general knowledge of vendor management is preferred.
• Proficient with pivot tables.
• Prior experience with AIM AssetWorks (work order management systems) is a plus.

Responsibilities

• Procurement and Purchasing Operations Create purchase requisitions for orders over $5,000 and route them to Central Purchasing. Simultaneously record all Facilities Services purchase transactions in AIM to replicate orders processed in ConnectCarolina university systems and ensure accurate expense reporting.
• Receive calls from local vendors placing orders for employees and process payments via PCard. Handle technician calls for emergency orders as needed.
• Utilize a personal PCard to make departmental purchases on behalf of customer departments supported by SCE Purchasing, primarily Facilities Services.
• PCard Administration and Compliance Obtain and upload required receipts and documentation for each PCard transaction by the monthly deadline. Assist with monitoring all SCE Purchasing PCard holders’ card activity to ensure staff adhere to strict monthly deadlines and compliance requirements.
• Project Support, Reporting, and Order Management Assist with Capital Planning and Project Management (CPPM) requests for capital projects and customer-funded purchases, along with related administrative tasks.
• Follow orders through to completion, providing support to SCE accounting teams, vendors, and customer departments as needed.
• Periodically review AIM transactions to verify order status, reduce duplicate orders, close inactive orders, and assist accounting teams with issue resolution.
• Collaborate with ITS and Central Purchasing on matters such as data protection checklist reviews and state contract–eligible purchases prior to submitting purchase requisitions.
• Manage the preparation and distribution of the monthly PO encumbrance report.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed