Specialist

Arizona State University • Tempe, AZ

1d • Hybrid

About The Position

Enterprise Technology, Business, and Finance - Procurement is seeking a Specialist to assist with purchasing goods and services and ensure day-to-day operations follow established principles, policies, and objectives. The position reviews and processes intermediate to complex purchasing requests for products and services, prepares basic procurement documentation, and interacts with vendors and staff on procurement issues. It also negotiates routine to intermediate vendor contracts.

The role prepares online requisitions, processes payments and reimbursements, maintains purchasing records, reviews orders and invoices, checks shipments, controls expenditures within budget allocations, and supports PCard purchasing and reconciliations. The Specialist uses Microsoft Office, online financial systems, and internal databases, and responds to audit requests by gathering PCard and financial documentation.

The position is based at ASU’s Tempe campus and is scheduled Monday through Friday, 8:00 a.m. to 5:00 p.m. Flexible work options, including alternative schedules or hybrid work, may be available with approval; hybrid employees must spend at least 60% of their regular workweek at their primary ASU work location. The role is performed in an environmentally controlled office and includes extended sitting, keyboarding, and mouse use, as well as standing and walking moderate distances. The position requires clear communication and the ability to adjust priorities quickly, including when resolving conflicts.

Requirements

• Bachelor’s degree and three years of experience appropriate to the area of assignment or field, or an equivalent combination of experience and/or training demonstrating comparable knowledge, skills, and abilities.
• Knowledge of administrative and clerical procedures and systems, including word processing and managing files and records.
• Ability to clearly communicate to perform essential functions.
• Applicants must be eligible to work in the United States.

Nice To Haves

• Familiarity with Workday Financial Management System.
• Knowledge of principles, practices, and procedures in program, project, or initiative expertise.
• Knowledge of basic project management.
• Basic knowledge of Microsoft Office.
• Skill in detailed and complex numerical computations and reports, including analysis and evaluation of budgets, planning, and other management information systems.
• Skill in establishing and maintaining effective working relationships.
• Effective verbal and written communication skills.
• Higher education experience.
• Experience or ability in modeling empathy, compassion, and emotional intelligence.
• Experience in a values-led organization emphasizing diversity, equity, inclusion, and belonging.
• Experience or ability in fostering a psychologically safe environment where all teammates can thrive.
• Experience or capacity to stimulate changes in individual, institutional, and corporate behaviors to support a more sustainable environment.
• Commitment and ability to lead by example in communicating, participating in, and encouraging support for the institution’s sustainability programs.

Responsibilities

• Prepare online requisitions.
• Process payments.
• Prepare, maintain, and review purchasing files, reports, and price lists.
• Check incoming shipments to confirm orders were filled correctly and goods meet specifications.
• Review requisition orders for accuracy, terminology, and specifications.
• Analyze invoices to verify the accuracy of goods or services delivered.
• Maintain knowledge of purchasing rules and provide information about them to staff members and vendors.
• Control expenditures in accordance with budget allocations.
• Process reimbursements and purchases of supplies, services, and equipment using PCard and other purchasing documents in accordance with procurement and financial policies.
• Respond to audit requests and gather PCard and financial-record documentation.
• Perform PCard reconciliations.
• Maintain liaison with staff and suppliers to facilitate objectives.
• Use word processing and file- and records-management systems, Microsoft Office applications, online financial systems, and internal database systems.
• Leverage AI in routine tasks and contribute ideas for using AI to improve unit efficiency and performance.
• Collaborate across teams, participate in ET/ASU events and programs, and contribute to a positive, inclusive workplace culture.
• Perform other duties as assigned.

Benefits

• ASU comprehensive benefits package.
• Professional development opportunities, including certificates and degrees through ASU programs with major tuition breaks.
• Flexible work environment, with possible hybrid work and alternative work schedules, subject to approval.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level