Procurement Technician, Signers’ Business Office
Classification:Fiscal Technician 4
Work type:On Campus, Staff Full-time
Administrative Unit:University of Alaska Fairbanks
School/Business unit:UAF Chancellor
The Signers’ Business Office (SBO) at the University of Alaska Fairbanks is seeking a motivated person to serve multiple university departments in the role of SBO Procurement Technician. This is an excellent opportunity to join a dynamic and exciting administrative team focused on providing superior customer service to the units we serve.
1-60The function of the SBO Procurement Technician (PT) is to function as a multi-unit buyer of goods and services in a timely and cost-effective manner subject to applicable laws and regulations. Responsible for gathering appropriate approvals for all incoming requisitions as well as all necessary forms and backup to complete the procurement. Obtain lowest possible pricing and best freight options, allowing for difficulties of shipping/receiving hazardous materials according to regulations. Assign all incoming orders a tracking number in the established Google sheet and update/maintain as needed. Get approval from the UAF Risk Manager (or designee) for all hazardous material purchases. Provide updates to faculty, staff and students on the status of their procurement as needed to maintain good customer service.
Procurement Technician (PT) Authority: Within 12 months of hire, incumbent must be able to successfully attain their PT Certification. This will allow the incumbent to process purchase orders (POs) with a delegated authority of up to $25,000. This includes the ability to create, edit and complete POs in Banner from requisitions entered by the SBO staff. Maintain Banner databases that pertain to aspects of purchase order processing (e.g. vendor information, standard clauses, and shipping methods). Work with SBO servicing unit personnel to determine and define needs, develop non-restrictive specifications, determine sources of supply, document price competition, evaluate and award Requests for Quotation (ensure compliance, apply preferences, determine award), format and issue purchase order/contract documents and perform order/contract follow-up and administration. Maintain PT filing system for all POs submitted through this delegation.
Requisition Entry: Enter purchase requisitions (REQs) that fall outside of the PT delegated authority to include charters, subawards, and orders/contracts in excess of $25,000. Create, edit and complete REQs in Banner from incoming requests submitted to the SBO Office. Work with the UAF Procurement Office to ensure timely submission and completion of the requisition to the point of PO issuance.
ProCard Procurement: Process credit card payments for all remaining SBO purchase requests with a single purchase authority of up to incumbents personal daily limit. Reconcile ProCard according to regulations on a weekly basis, maintaining the required ProCard log and submitting monthly statements with backup in a timely manner.Essential
30Receiving: Complete receiving of invoices on a daily basis. Ensure freight is
delivered to the appropriate address for the requesting unit. Enter all receiving information for
accounts payable invoices into the Banner system for payment against those orders/services
that were not personally processed with the PT delegation. Obtain approvals from funding
authority to pay invoices to ensure goods/services were adequately received. Work with vendors
and Accounts Payable to correct invoices as needed. Request change orders by Procurement or Accounts Payable when necessary. Pay careful attention to existing purchase order end dates and balance information and take appropriate steps to adjust. For orders/contracts in which the PT delegation was used (ie. personally created the PO), coordinate with SBO staff for Banner entry to maintain sound internal controls.Essential
5Payment Card Industry (PCI) Compliance: Process requests for information/reporting from the Office of the Bursar. Ensure all employees who handle credit card payment processing have the current Employee PCI Security Agreement on file annually.Essential
6-5Other duties include but are not limited to accepting cash receipts, entering work order requests, and attending departmental and UAF meetings and training.Essential
|Knowledge, Skills, Abilities:
||The SBO Procurement Technician (PT) position requires advanced understanding of GAAP, strong oral and written communication skills, attention to detail, organization, and the ability to multi-task is critical to the successful performance of this position. The PT must have or the ability to quickly gain a thorough knowledge of all UA procurement regulations and understanding of research procurement needs. Ability to interact with a diverse community of people, handle uncomfortable situations in a professional manner while maintaining good working relationships. Knowledge in modern office procedures (i.e., PC computer, fax machine, copier). The position requires computer literacy; proficient in MS Excel, the ability to type with speed and accuracy, as well as spelling accuracy, proofread documents and has the knowledge of technical and business writing. Must have advanced knowledge of automated accounting system (such as Banner Finance) as it relates to budgets, encumbrances and expenditures in the purchasing and receiving screens and associated account codes. Ability to interpret the University procurement regulations as well as purchasing policies, rules, regulations and provide training to SBO servicing unit’s faculty, staff and students. Ability to prioritize the many and varied requirements of this position, work well independently, problem solving skills and time management skills.
Three years of responsibility in a formalized governmental or educational procurement position or an equivalent combination of training and experience. Use of microcomputers to include word processing required; additional applications of microcomputers in the purchasing function is preferred; working with and maintaining audit ready files; interpersonal relationships and conflict resolution. A strong customer service orientation, initiative and sense of problem ownership. Accepted practices, principles, methods and procedures of governmental purchasing, including the preparation of specifications, requests for quotation, limited purchase orders and other methods of small procurement; the application of sound accounting, receiving, payment and property control principles as they relate to the purchasing function; laws of the State (AS 36.30), federal government and the regulations, policies and procedures of the University of Alaska; a variety of commodities, equipment supplies and services and their sources; understanding of the Uniform Commercial Code, contract law and contract administration; good business practices and ethics. Interpret prices and trends and apply to purchasing problems; exercise good judgment making recommendations based on calculations; prepare comprehensive reports; communicate effectively, both orally and in writing; comprehend written instructions and regulations; schedule a large volume of work in an efficient manner; work well under stressful conditions with deadlines; follow through to insure timely completion of all phases of the procurement process.
|Preferred Experience & Education:
*Current or previous UAF Procurement Technician (PT) delegation*. Experience in establishing and maintaining professional, collaborative, and effective working relationships within SBO and its servicing units, UA system, public, and other stakeholders. Sufficient experience to gain the knowledge, skills and abilities to successfully perform the desired duties. Banner experience, UA Procard Reconciliation procedures, knowledge of UA's accounting structure and procedures. Experience as a UA Fiscal Technician 3. Ability to multi-task with many interruptions, work with multiple UA and UAF groups to ensure accurate and efficient procurement and demonstrate customer service as part of the Signers’ Business Office team.
|Required Experience & Education:
An Associate's degree in a relevant field and three year's public procurement and travel experience, or an equivalent combination of training and experience.
This is a full-time, 12-month, non-exempt staff position complete with both a competitive salary and full employee benefits package. 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 for three (3) professional references with your application.
Applications will be reviewed on a rolling basis until a successful candidate is identified.
*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 Ashley Lindsoe, Signers' Business Office Human Resources Manager, at email@example.com or 907-474-5664.
Advertised: Alaskan Daylight Time
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