Procurement Specialist-International Arctic Research Center (IARC)
Classification:Fiscal Professional 1
Work type:Hybrid, On Campus, Staff Full-time
Administrative Unit:University of Alaska Fairbanks
School/Business unit:UAF Intl Arctic Research Center
IARC is home to more than 100 scientists, staff, and students conducting important work in areas integral to IARC’s mission. Our scientists work on independent research—such as the critical and relevant work being done on ocean acidification—as well as through larger climate adaptation initiatives such as the Alaska Center for Climate Assessment and Policy. We are actively seeking an experienced Procurement Specialist to join our team.
1-50- Provide procurement support for IARC faculty, staff, and students.
- Reconcile on a weekly basis all IARC ProCards.
-Gather and reconcile records to comply with UA regulation for the monthly fiscal statement, spotting fund variances and assisting with corrections (i.e. org/fund mismatches, program code issues, journal vouchers), and fund accounting maintenance.
- Assist with restricted and unrestricted fund fiscal projections.
- Provide fiscal expertise to the Fiscal Manager and IARC Executive team as needed in both one on one and group settings.
- Apply problem-solving and analytical skills, interpret and apply rules, procedures, and processes.
- Participate in the development of methods and procedures to enhance office efficiency and productivity.
- Review and process all purchasing requests for the International Arctic Research Center.
- Purchases include scientific services, research field supplies, and equipment in addition to general administrative office supplies and services, using both local and international vendors.
- This position requires that the individual have the ability to interpret and apply complex UA rules and regulations as well as those of various state, federal, private, and foreign funding agencies.
- Requests have to be verified against detailed and complex funding documents for verification that all sensitive purchases are allowable by the funding agency prior to being entered into the Banner Finance system or purchase with a university ProCard.
- This position will work closely with the IARC Fiscal Manager to help expedite this process.
- Prepare monthly procurement reports to include Incomplete Document Listing, Monthly Uncommitted Open Encumbrances, and the Committed Open Encumbrances.
- Compare monthly reports, review and audit each invoice, input invoices for payment in a timely manner, determine the appropriate method to clear all outstanding items.
- Apply problem-solving and analytical skills to complex and multifaceted problems and procedures.
- Provide detailed current and historical purchasing analysis when required by the researchers and Fiscal Manager.
- Work closely with UAF Procurement, A/P, and vendors to ensure proper receipt of and timely payment for goods and services. Keep up to date on order status, resolve any problems, assist with returns, and handle all missing items and shipments.
- Track and maintain purchasing databases.Essential
2-30- Assist research staff with the status of currently funded research projects.
- Support IARC administration through coordination with the Fiscal Professional to process Grant and Fund set-ups, award announcements, subrecipient awardees budget revisions/changes in scopes of work; assist the Fiscal Manager with budget analysis and forecasting.
- Monitor and track sub-recipient and contract service budgets.
- Review, correct and reconcile accounts as needed.
- In-depth knowledge of Banner Finance is required to assist the Fiscal Manager and Fiscal Professional with budget analysis and forecasting.
- Process adjustments to budget accounts in accordance with UA and agency policies, regulations, and procedures.
- Serve as Procard reconciler for IARC staff and researchers.
- Administer post-award restricted fund activity and review, monitor, report on unrestricted fund activity.
- Compile financial expenditures and projections to assist with the preparation of the IARC management report.
- Advise PIs, the department's Financial Manager, and as required, the Executive Officer, on budget situations.
- Provide analysis and interpretation of information that is gathered and received.Essential
3-20- Manipulation of data for reporting, projections, analysis, and corrections; and maintaining department grant accounting files which consist of multiple funding sources, i.e. restricted funds, grants, contracts, private funds, and special funds.
- Apply problem-solving and analytical skills as necessary to resolve operating problems, make corrections, develop methods and procedures to enhance operations, and increase accountability with regard to award specifications, reporting, and system timeliness.
- Interpret and apply rules, procedures, and processes as required and communicate activities and findings to PIs, Fiscal Manager, and the IARC Executive team as appropriate.
- Prepare for both restricted and unrestricted funds; departmental budget revisions, journal vouchers, and org maintenance.Essential
|Knowledge, Skills, Abilities:
||Requires proficiency with financial operations, automated accounting system(s), word processing, creation and manipulation of spreadsheets, querying of data base information, and financial reconciliations. Must possess good analytical/problem solving skills and oral/written communication skills (spelling, grammar, composition). Must have knowledge of accounting theory, generally accepted accounting practices (GAAP), University policy, University procedures and accounting regulations, and restricted fund cost accounting standards. Ability to work independently and productively as a congenial team member. Skill in organization, time management, dealing with the public, and attention to detail.
Preferred knowledge, skills or abilities for this position:
BA or BS in accounting preferred, or an equivalent combination of training and experience. Preferred Training--Banner Finance, Grant, Proposal, HR, Student, Purchasing, Travel & ProCard; Vista Plus; QMENU; QADHOC; Toad, and working knowledge in preparation of financial reporting, projections and analysis; working knowledge of University policy and accounting regulations, and restricted fund cost accounting standards.
6 months professional fiscal experience and/or documented experience proficiently performing progressive technical financial duties and general office duties. Technical duties must cover multiple areas within the functions of A/R, A/P, P/R, reconciliations, auditing, and budget maintenance.
|Required Education or Training:
Degree in accounting, business administration, and/or demonstrated progressive experience performing accounting, fiscal, personnel, and general office operations, procurement, A/R, A/P, payroll, and University policy and accounting regulations, and restricted fund cost accounting standards. In-depth interactive experience working with a computerized accounting system.
Valid Alaska Driver License.
This is a full-time, 12-month, non-exempt staff position complete with both a competitive salary and full employee benefits package.
UA employees receive excellent benefits including participation in State of Alaska PERS retirement, 12 paid holidays per year, tuition waivers for employees and family members, and affordable medical, dental and vision care coverage.
New hires will be placed on the UA staff salary schedule, Grade 78, based on education and experience.
|Special Instructions to Applicants:
Please attach a resume, cover letter, and the names and contact information (email address and phone number) for three (3) professional references with your application.
*This position is open until filled.
UAF COVID Requirements
Effective immediately, all new UAF hires, whose job function or work location results in the employee being subject to the UAF vaccine requirements guided by the Federal Contractor Employee vaccine mandate*, must be fully vaccinated with an FDA- or WHO- authorized or approved COVID-19 vaccine or have obtained a university-approved disability/medical or religious exemption no later than six weeks from the new hire's start date.
Proof of vaccination does not need to be provided to apply. If offered the position, the successful applicant will be contacted for proof of vaccination.
*Employees based on UAF’s Troth Yeddha’ (Fairbanks) campus, regardless of university affiliation and remote work status; Employees based in UAF research units outside Fairbanks (including Seward Marine Center, Kodiak Seafood and Marine Science Center, HAARP, Poker Flat, Lena Point, and Toolik Field Station); and Employees, regardless of their work location, paid by or directly working on impacted UAF federal contract.
At IARC, we value a culture of inclusion that leverages the research, educational and institutional benefits of diversity, and engages all individuals to help each thrive. Our strength and success as a research institute and university are built on the foundation of a wide range of perspectives and experiences. IARC is committed to diversity, equity and inclusion, follow this link to IARC's DEI statement https://uaf-iarc.org/about-iarc/. If you are interested in helping IARC build a deeper understanding of the Arctic and respond to society's needs through actionable science, we encourage you to apply.
*To be eligible for this position, applicants must be legally authorized to work in the United States without restriction. Applicants who now or may in the future require visa sponsorship to work in the United States are not eligible.
The University of Alaska (UA) is responsible for providing reasonable accommodations to individuals with disabilities throughout the applicant screening process. If you need assistance in completing this application or during any phase of the interview process, please contact UA Human Resources by phone at 907-450-8200.
UA is an AA/EO employer and educational institution and prohibits illegal discrimination against any individual: www.alaska.edu/nondiscrimination
The successful applicant is required to complete a background check. Any offer of employment is contingent on the background check.
Your application for employment with the University of Alaska is subject to public disclosure under the Alaska Public Records Act.
If you have any questions regarding this position, please contact Delia Lopez-Ketzler, HR Coordinator, International Arctic Research Center, at email@example.com or (907) 474-1960.
Advertised: Alaskan Standard Time
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