Administrative Specialist, Purchasing Office

Fort Hays State University•Campus, IL

39d•$16

About The Position

Position Description: The Administrative Specialist position provides high-level support to the Purchasing Office and the Office of Administration and Finance. The Administrative Specialist will engage in assisting with operational support work relating to the procurement function in accordance with directions from the Purchasing Director. Must create and maintain internal partnership building skills to work with a broad group of organizational leaders and customers to assess and deliver procurement needs. Must have procurement skills and be capable of immediate action and focus on multiple projects in a timely manner. Primarily responsible for overseeing the purchasing forms and processes and assisting with contracts. Position also assists with training and support of Workday; oversees Staff Development submittals and keeps track of funding; serves as backup to other Administrative Specialist in the office; assists with helping and auditing student organization accounts; inquiries, payments, and deposits as needed for university expenses in the VP for Administration and Finance Office. Also hire, train and supervise the student employee position.

Requirements

High school diploma or GED equivalence with at least two years of experience in an office or administrative support position

Nice To Haves

Bachelor's degree in business or related field.
Three plus years of purchasing experience
Highly proficient with Microsoft Office as evidenced by application materials
Experience working in a university setting
Excellent written and oral skills and detail oriented
Outstanding customer service and interpersonal skills
Supervisory experience

Responsibilities

Prioritize assignments in accordance with guidance while meeting established deadlines.
Generate and file departmental-related reports or documents relating to the department's procurement function.
Work independently while contributing to a team environment.
Assist with purchasing forms: Prior Authorization, Informal Bid Forms, Bid Comparison Forms, purchase orders, and contracts. Verify and track payments on these forms.
Assist with suppliers and involved departments to resolve procurement-related problems and issues.
Update contract renewals and expirations on FHSU's Administration and Finance website.
Update tracking documentation with contract payments.
Provide status updates of purchases to other departments. Follow-up with vendors for confirmation of orders and countersignatures. Coordinate with staff and suppliers to ensure timely and accurate arrival of products and services.
Perform procurement functions such as initial agreement review, send purchase orders and agreements to vendors.
Perform other related duties and special projects assigned.
Collaborate with stakeholders in various roles on campus to identify procurement needs and potential solutions.
Answer questions, interpret, and apply University and State of Kansas policies and procedures to ensure compliance.
Primary point of contact when working with specific vendor contracts, agreements, purchase orders, etc.
Collect, analyze, and summarize bids, and collaborate with stakeholders to evaluate award criteria.
Review and evaluate single and sole source procurement requests.
Negotiate contract extensions with existing vendors.
Identify and evaluate State of Kansas and/or Cooperative contracts to best meet campus needs.
Assist with reviewing, creating, and processing contracts for the university by working with the department, General Counsel, VP for Administration and Finance, and the vendor.
Perform procurement functions such as initial review, completion, and finalization of purchase orders and agreements to suppliers and vendors.
Oversee FHSU specific contracts such as campus cable, copier, and elevator contracts to process payments, keep track of pertinent information (payments and deposits) as required, process renewals, and contact suppliers for updates and changes.
Update state of Kansas contract files and web pages and forward contract information to campus.
Train and assist end users with questions and troubleshoot system use.
Act as primary trainer for new administrative assistants for purchasing processes.
Work collaboratively with Technology Services to produce job aids for Workday purchasing forms, including Workday Extend, and update the website.
Serve as backup for office administrative assistant to assist with student organizations transactions and auditing of these accounts and process University Communications and Internal Audit transactions.
Answer inquiries to the office of the Vice President for Administration and Finance
Update the webpages for Purchasing and Vice President for Administration and Finance.
Oversee and process Staff Development submittals and funding. Update and reconcile the account.
Process payments for university expenses as needed, deposit incoming funds, and balance service clearing accounts.
Hire, train, and supervise student employee(s).
Perform other duties as assigned to support the Office of Administration and Finance.