Procurement Specialist

Florida Polytechnic University•Florida, MA

13d•$50,200 - $54,000•Onsite

About The Position

This position serves as the primary point of contact for the University's day-to-day procurement activities, providing purchasing support, procurement guidance, and exceptional customer service to the campus community. This position is responsible for reviewing and processing purchase requisitions; issuing purchase orders and change orders; supporting supplier onboarding and maintenance; and assisting departments with procurement methods, sourcing requirements, and purchasing procedures. Working collaboratively with the Director and Assistant Director of Procurement, the Procurement Specialist helps ensure that procurement activities comply with university policies, Board of Governors regulations, State of Florida statutes, and other applicable requirements, while supporting the continuous improvement of procurement operations and service delivery.

Requirements

High school diploma
One (1) year of progressively responsible experience in procurement, purchasing, finance, accounting, business operations, or a related administrative function.
One (1) year of experience providing customer service.
In lieu of a degree, any appropriate combination of relevant education, experience, and/or certifications may be considered.
Knowledge of public procurement principles, purchasing methods, and procurement best practices.
Knowledge of applicable federal and state laws, Board of Governors regulations, University policies, and procurement procedures.
Knowledge of purchasing, supplier management, and procurement documentation requirements.
Knowledge of enterprise resource planning (ERP) systems and procurement software, preferably Workday.
Knowledge of financial controls, record retention, and public records requirements.
Knowledge of Microsoft Office Suite and standard business software applications.
Strong customer service and relationship management skills.
Excellent written and verbal communication skills.
Strong organizational and time management skills with the ability to prioritize multiple assignments.
Strong analytical and problem-solving skills.
Skill in reviewing procurement documents for accuracy and compliance.
Skill in maintaining detailed records and preparing reports.
Proficiency in Microsoft Office applications, including Excel, Word, Outlook, and Teams.
Ability to learn and effectively utilize enterprise procurement systems and related technology.
Ability to interpret and apply procurement policies, procedures, and applicable regulations.
Ability to process procurement transactions accurately while meeting established deadlines.
Ability to establish and maintain effective working relationships with faculty, staff, suppliers, and other stakeholders.
Ability to provide professional guidance and customer service in a collaborative environment.
Ability to identify issues, exercise sound judgment, and recommend appropriate solutions.
Ability to maintain confidentiality and handle sensitive information with discretion.
Ability to work independently while contributing effectively as a member of a team.
Ability to adapt to changing priorities and support continuous process improvement initiatives.
Must possess a valid driver’s license.
This position requires a criminal background check, which may include a Level II screening as required by Florida Statute §435.04.
This position is subject to federal and state privacy regulations.

Nice To Haves

Bachelor's degree in Business Administration, Public Administration, Supply Chain Management, Finance, Accounting, or a related field
Experience in public procurement or higher education.
Experience with enterprise resource planning (ERP) systems (e.g., Workday) and/or eProcurement platforms.

Responsibilities

Review, process, and monitor purchase requisitions for completeness, accuracy, and compliance with University policies and procedures.
Create and issue purchase orders, purchase order amendments, and change orders within the University's ERP system.
Review procurement requests to ensure the appropriate procurement method is utilized based on applicable laws, regulations, policies, and delegated purchasing authority.
Obtain quotations for informal procurements and assist departments with low-dollar sourcing activities.
Coordinate with departments to resolve requisition deficiencies, funding issues, missing documentation, and purchasing questions.
Monitor assigned procurement requests from intake through purchase order issuance to ensure timely processing.
Coordinate with suppliers regarding purchase orders, delivery schedules, order status, and routine purchasing matters.
Maintain complete and accurate procurement records in accordance with University record retention requirements.
Serve as a primary point of contact for procurement-related questions from faculty, staff, and suppliers.
Provide guidance regarding procurement procedures, purchasing methods, procurement timelines, and required documentation.
Coordinate supplier onboarding requests and supplier profile updates.
Assist suppliers with onboarding requirements and procurement-related inquiries.
Build collaborative relationships with campus departments to promote efficient and compliant purchasing practices.
Coordinate with Accounts Payable, Budget, and other administrative offices to resolve purchasing-related issues.
Refer Purchasing Card and travel-related questions to the Travel & Purchasing Card Specialist, as appropriate.
Review procurement transactions for compliance with University policies, Board of Governors regulations, Florida Statutes, and other applicable requirements.
Identify incomplete or non-compliant procurement requests and assist departments in resolving issues prior to processing.
Support internal and external audits by maintaining procurement documentation and responding to information requests.
Assist with procurement reporting, operational metrics, and data analysis.
Recommend improvements to procurement processes, forms, workflows, and customer service practices.
Assist with development and maintenance of procurement procedures, templates, and standard operating procedures.
Utilize Workday and other procurement systems to process purchasing transactions and maintain procurement records.
Assist with testing, implementation, and enhancement of procurement-related systems and workflows.
Support the Director and Assistant Director with development of procurement training materials, job aids, and campus resources.
Provide one-on-one guidance to departments regarding procurement processes and system navigation.
Participate in departmental initiatives, special projects, and other duties as assigned.
Perform other duties as assigned.