Procurement Specialist

Procurement Specialist

Under the direction of the Manager of Procurement Services, the Procurement Specialist assists in managing and operating the Purchasing Department and Central Receiving. This position assists the University community in securing goods and services that represent the best value. This individual will perform advanced administrative duties in direct support of the Purchasing department, including but not limited to, processing purchase orders, assisting in expediting invoicing and receipts of goods in services, performing reconciliation on monthly orders and tracking, and conducting large-scale bid projects. The Procurement Specialist will also act as backup for the Manager of Purchasing and Central Receiving.

Examples of Duties

• Reconciles daily purchase order approval activity
• Review purchase orders, requisitions, bids, contracts, and other documents about purchasing to uphold all Purchasing policies.
• Approves all office supply orders from vendor purchasing systems (e.g Amazon/Staples).
• Assists in resolving issues regarding orders, vendor payments, and order cancellation/modification.
• Converts/Transmits purchase orders to vendors by email as required.
• Leads individual/departmental computer system training for the campus.
• Assists with policy/procedure group training
• Manages campus-wide blanket order purchasing of University needs and processes Financial Affairs reports.
• Coordinates cancellation of purchase orders between issuing departments, Accounts Payable and Purchasing.
• Issues all correspondence, forms, credit applications, and bid quotation requests.
• Maintains bid files, contacts vendors, distributes quotation requests, and RFPs.
• Member of the Emergency Management team, Hurricane Preparedness team
• Review processes within the Purchasing Department and recommend modifications to the Manager to increase efficiency.
• Orders office supplies for the department.
• Expedites accounts payable invoicing and central receiving orders
• Maintains all reconciliation Excel sheets (Daily PO log, Central Receiving, Open Purchase orders, and Monthly Total Reconciliation)
• Backs up the Purchasing/Receiving Clerk when unavailable
• Other duties as assigned

Typical Qualifications

• Minimum High School Diploma, GED, or equivalent required.
• Minimum 2 years of accounting or purchasing experience. Higher education experience preferred
• Proficient in Microsoft Office suite
• Excellent communication skills (verbal and written)
• Strong customer service skills for building good relationships with customers and vendors

PHYSICAL REQUIREMENTS:

• Physical ability to lift, move, and carry 20 pounds
• Ability to perform the essential functions of the position with or without reasonable accommodations

In accordance with the Campus Security Act as amended, Loyola University publishes annually and distributes to members of the academic community, and upon request to prospective (students/employees), an annual security report. That report includes current policies and procedures of the University Police Department for the reporting of campus crimes, notifying the campus community of occurrence of campus crimes, policies regarding access to campus buildings, the enforcement authority of the University Police Officers and their relationship to local police. University policies on the possession, use and sale of alcohol and illegal drugs are outlined. The Campus sexual Assault Program and policy is described. Campus crime statistics as defined under this law for the last three calendar years are included. A copy of this report may be secured from the (Office of Admissions), (Office of Human Resources), or from the University Police Department.

Loyola University New Orleans does not unlawfully discriminate on the basis of race, color, gender, sexual orientation, age, religion, disability, veteran's status or national origin in its educational programs or activities, including employment and admissions. At the same time, Loyola cherishes its right to seek and retain personnel who will make a positive contribution to its religious character, goals, and mission in order to enhance the Jesuit, Catholic tradition.