Procurement/Property Management Specialist 0096993

University of Hawaii•Maui County, HI

1d•Onsite

About The Position

This position serves as a subject matter expert in procurement and property management, assisting department supervisors with complex purchases, advising on procurement methods, and preparing various procurement and fiscal documents. The role involves ensuring compliance with federal, state, and university policies, managing accounts payable, processing payments, reconciling ledgers, maintaining fiscal records, and supervising student employees. The specialist will also assist with campus inventory, purchasing card usage, and daily tuition and fee collections.

Requirements

Possession of a baccalaureate degree in Business Administration, Accounting, or related field and progressively responsible professional experience with responsibilities for the Business-related field; or any equivalent combination of education and/or professional work experience which provides the required education, knowledge, skills, and abilities as indicated.
Functional knowledge of principles, practices, and techniques in the area of Business, demonstrated by knowledge, understanding, and ability to apply concepts and terminology.
Functional knowledge and understanding of principles, theories, federal and state laws, rules, regulations, and systems associated with Business.
Demonstrated ability to recognize problems, identify possible causes, and resolve the full range of problems that may commonly occur in the area of Business.
Demonstrated ability to understand oral and written documentation, write reports and procedures, and communicate effectively in a variety of situations.
Demonstrated ability to establish and maintain effective working relationships with internal and external organizations, groups, team members, and individuals.
Demonstrated ability to operate a personal computer and word processing software.

Nice To Haves

Knowledge of the principles and practices of procurement, inventory control, sales, and inventory records maintenance.
Ability to analyze, interpret, and apply financial and general administrative rules and regulations to a variety of work situations.
Knowledge of using the University of Hawaii's Financial Management System (Kuali).
Knowledge in writing and posting quotations for competitive bidding.
Knowledge in construction/maintenance procurement.
Familiarity with the University of Hawaii, Administrative Procedures.
Ability to recognize obstacles, identify possible causes, and resolve the full range of problems that may commonly occur in a variety of work situations.
Ability to analyze, interpret, and use sound logic and judgment in the application of a variety of financial and general administrative rules and regulations.
Detail-oriented and able to comprehend, analyze, organize, and prioritize multiple tasks and a wide variety of information with demanding deadlines.
Ability to exercise discretion and independent judgment with little or no supervision.
Ability to perform under highly stressful conditions while maintaining a courteous and professional demeanor.
The ability to apply knowledge of Native Hawaiian culture to effectively collaborate with multicultural groups and individuals from diverse academic, cultural, and socioeconomic backgrounds.

Responsibilities

Assists Department supervisor(s) as a “subject matter expert” with procurement matters.
Works closely with the Department supervisor(s) to proactively plan and schedule complex purchases to accommodate the Department's timelines.
Advises Department supervisor(s) on the best, efficient, and appropriate methods of procurement.
Prepare a range of procurement documents to include, but not limited to, requisitions, super quotes, written quotes, invitation for bids, travel requests, travel completions, sole source justifications, price reasonableness justifications, sole brand justifications, disbursement vouchers, and other documents.
Works closely with the Department supervisor(s) to acquire adequate information and justifications to prepare the procurement documents.
Explain the applicable rules and regulations, informing the unit head or other responsible individual of Federal, State, and University fiscal policy requirements as related to the procurement process by explaining regulations applicable to the discrepancy and following up on the discrepancy as required, ensuring resolution.
Reviews the procurement documents to ensure compliance with Federal, State, and University policies.
Prepare the necessary fiscal documents to purchase goods and services. This involves the conversion of the document into a Purchase Order, Interdepartmental Order, or Contract.
Submission of the documents to the Fiscal Administrator for approval and distribution to appropriate departments or vendors.
Works closely with the Fiscal Administrators for complex transactions.
Monitors accounts payable and follows up with Departments or vendors on outstanding invoices and past due payments, stop payments, uncashed and stale dated checks, and prepares appropriate documents to clear checks.
Liquidate encumbrances to close purchase orders.
Receives and reviews invoices for purchase orders and contract payments.
Audits invoices to ensure that payment is for authorized purchases, that the goods and/or services have been received in good order and condition, and that Department approval was obtained to issue payment.
If discrepancies occur, contact either the Department or the vendor to clarify the differences.
If payment is appropriate, submit invoices to the University of Hawaii (UH) Disbursing Office for processing.
Verify the accuracy of account codes, object codes, vendor payment remittance information, and line item cost extensions referenced on the payment request.
Process edits to the vendor code as needed to ensure the payment request matches the invoice remittance.
Directly responds to and researches questions that the UH Disbursing Office may raise regarding payment documents.
Process disbursement vouchers to issue payment for the college’s utility services.
Prepare reports on the usage and cost for all campus utilities.
Reconcile the departmental control accounts to the UH System's centrally generated ledgers.
At the direction of the Fiscal Administrator, conducts research into accounts by examining data and source documents, and prepares reports summarizing information requested.
Prepares adjustments and corrections via the University's Financial Management System as needed in an effort to balance accounts.
Organizes and maintains a comprehensive filing system for all fiscal documents, reports, and ledgers.
Establish vendor codes in the Financial Management System.
Audits and approves timesheets authorizing payments to student employees within the UH Payroll Office deadlines.
Follow up with the student employee or the department to resolve discrepancies in the timesheet submission.
Explains fiscal reports to unit heads and clerical staff; at the direction of the Fiscal Administrator, provides additional reports and information as necessary or requested.
Pre-audits procurement documents and assists field personnel with procurement matters when necessary.
Reviews processed documents for accuracy and completeness with the verification of account codes and object codes referenced, line item extensions, review of the item description, and appropriate supporting documents are available in accordance with established policies and procedures.
As directed by the Fiscal Administrator, provide support and training on fiscal procedures to College faculty and staff.
Contact departmental/unit personnel and/or vendors verbally or in writing to resolve procurement-related problems.
Assists with reviewing and verifying travel documents for accuracy, completeness, appropriateness & propriety, in accordance with established policies, procedures, and collective bargaining agreements.
Assists in supervising the maintenance of campus inventory records, assuring proper identification and disposition of all equipment.
Assists in reviewing and maintaining UH Maui College’s purchasing card usage and assures expenditures are proper and reasonable.
Verifies that the appropriate account codes and source codes have been properly coded in the online purchasing credit card program.
Assists with the daily tuition and fee collections, campus collection activities, external and internal accounts receivable collections via Banner, Kuali Financial System (KFS), and/or Destiny, and recordation of cash receipts on the deposit forms.
Analyzes student statements and determines accuracy in credits/charges.
Advises students in financial aid, admissions, and registration policies as they relate to payments and/or refunds.
Maintains Business Office supply inventory.
Orders and restock supplies when needed.
Acquires quotations from vendors, prepares requisitions, tracks orders with the vendor, and verifies receipt of goods.
Supervise two or more student employees.
Plan student work schedules and keep running totals of wages.
Assumes duties of other personnel in the Business Office during their absence.
Other duties as assigned