Junior Buyer/ Post Office Coordinator

Western New Mexico University•Mission, NM

20h

About The Position

This position involves dual responsibilities: monitoring and coordinating procurement card activity, and managing the university's postal services. The role requires ensuring compliance with university policies and external regulations (like the New Mexico Procurement Code and USPS regulations), training staff, troubleshooting issues, and maintaining accurate records and reports for both procurement and postal operations. The position also involves managing mailroom transactions, postage, and related expenses.

Requirements

Experience monitoring procurement card activity.
Experience investigating unusual patterns or anomalies in financial activity.
Knowledge of university policies and procurement codes.
Experience coordinating administrative programs.
Experience training staff and faculty.
Experience serving as a liaison between an organization and a service provider.
Experience troubleshooting user issues.
Experience creating, modifying, suspending, and canceling user accounts.
Experience establishing and implementing policies and procedures.
Experience ensuring compliance with postal regulations.
Experience directing mail services.
Experience coordinating bulk mailings.
Experience maintaining permits and accounts.
Experience scheduling and assigning roles and responsibilities.
Experience maintaining daily logs of transactions and expenses.
Experience preparing financial reports.
Experience maintaining a cash drawer, calculating costs, accepting payments, and reconciling cash.
Experience maintaining meter read logs and preparing spreadsheets for invoicing.
Experience reconciling copy machines.
Experience maintaining inventory logs and preparing spreadsheets for reconciliation and audit.

Responsibilities

Monitors procurement card activity and usage patterns, investigating anomalies and recommending appropriate action.
Reviews and coordinates all purchasing card purchases in accordance with university policies and the New Mexico Procurement Code.
Coordinates the administration of the purchasing card program, including obtaining cards, security provisions, software maintenance, and policy enforcement.
Trains university staff and faculty on purchasing card activities and develops training programs.
Serves as the primary liaison between the university and the purchasing card provider, acting as an ombudsman for the program.
Creates, modifies, suspends, and/or cancels user accounts as appropriate.
Proposes policy and procedure changes for continuous quality improvement.
Serves as a purchasing card reference help desk for users.
Establishes and implements policies, procedures, and standards for timely processing and delivery of mail and packages.
Ensures compliance with US Postal Service (USPS) regulations, as well as University and departmental policies and procedures.
Stays informed of all postal changes and rates, ensuring postal equipment and software are updated.
Directs interoffice and external mail services.
Coordinates bulk mailings for requesting departments and advises on appropriate processing and cost.
Maintains bulk mail and business reply permits and accounts.
Schedules and assigns student worker roles and responsibilities.
Maintains daily logs of postage, paper, shipments, student boxes, parcel lockers, supplies, and mailroom transaction expenses.
Maintains adequate funds on the postage machine and prepares reports for accounting.
Maintains daily cash drawer, calculates postage costs, answers customer postal questions, accepts payments, calculates change, processes receipts, and reconciles the cash drawer.
Maintains monthly meter read logs of university leased copiers and prepares spreadsheets for submittal and invoicing.
Performs monthly reconciling of coin-operated copy machines.
Maintains a monthly log of copy paper on hand and prepares spreadsheets for monthly reconciling and audit records.
Performs other duties as assigned.