Purchasing Associate - Budget, Planning and Analysis - 14788

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INTRODUCTION:

The University of Wisconsin Whitewater Purchasing Department seeks a Purchasing Associate within Budget, Planning and Analysis.

This is an objective level position reporting to the Purchasing Manager with responsibility for providing procurement services that support the University of Wisconsin Whitewater faculty, staff, and students. This position will be responsible for facilitating the acquisition of materials and services as needed by the campus. It will require knowledge of DOA and UW System policies and procedures governing procurement for State/UW entities. It will also be responsible for sourcing products, developing bid specifications, developing Requests for Purchasing Authority (RPA's) reviews, compiling information for justification for bid waivers, and reviewing purchases made with procurement cards. Work is performed under general supervision of the Purchasing Manager. This position works a standard work schedule of 7:45 to 4:30 Monday through Friday.

JOB DUTIES:

70% A. Purchasing Activities

1. Perform purchasing in compliance with all appropriate federal, state, UW and campus regulations, guidelines, policies and audit recommendations.
2. Perform order processing and expediting for purchasing orders; bids for non-contract materials; departmental equipment, services and supplies.
3. Develop or assist with development of Simplified Bids, Official Sealed Bids, Request for Bids (RFB), and Request for Proposals (RFP} posting to State of Wisconsin Bureau of Procurement VendorNet System as appropriate. Complete waiver of comp.etitive bid or competitive negotiation process, as applicable, and submit to Manager for review and approval.
4. Interface with vendor representatives and campus personnel as required to resolve
5. maintenance, product quality, financial or installation issues including those resulting from protest actions.
6. Provide resource assistance to campus department staff requesting materials and/or services, and ensure that their purchasing needs will be met timely. Perform research and identify products to support campus operations.
7. Prepare documents and assist with finalizing all appropriate bid solicitations and proposals, including abstracts, evaluation of bids and appropriate awards.
8. Continually review and seek out new or more efficient resources for commodities to include electronic ordering,vendor stocking programs and cooperative purchasing agreements, etc.
9. Coordinate with accounts payable for any urgent documents needing coordinated effort to achieve deadlines.
10. Prepare and maintain proper record keeping of all procurement card activity associated with purchases, including reconciliation.
11. Utilize the SFS purchasing module for required purchasing processing. Utilize students for data entry and review their work to ensure all data is entered and processed correctly and in a timely manner.
12. Submit accurate and timely data for TMA chargebacks for projects, inventory, work order and financial records, and assist the Storekeeper as needed to reconcile.
13. Assist the Storekeeper as needed in ordering appropriate quantity or types of inventory for departmental needs.
14. Maintain a proactive working relationship with facilities staff to ensure all materials and maintenance parts will arrive as needed.
15. Obtain W-9s for new vendors and complete data entry process.

25% B. Procurement Card Transactions

1. Initiate new card orders, changes to, or elimination of cards.
2. Ensure all new card holders have been properly'trained in responsibilities prior to releasing new cards.
3. Schedule and complete procurement audits, document findings and provide report for review by Manager.
4. Complete and document performance of regular analytics of procurement card transactions and communications with card holders.
5. Make available and assist administrative employees with ability to allocate procurement card purchases to appropriate funding sources.

5% C. Other Duties

1. Provide assistance to the Purchasing Manager as needed to ensure the procurement activities on campus are completed accurately, timely, and in compliance with all purchasing rules.
2. Complete analysis as requested on purchasing of commodities, timeframes, or other requests.
3. Keep Purchasing Manager abreast of any issues or concerns with purchasing activities occurring on campus.
4. Will be an active participant in following applicable safety rules and regulations including necessary training and drills.

QUALIFICATIONS:

Minimum Qualifications:

• Minimum of 2 or more years work experience with the State of Wisconsin, UW or large organization purchasing department, including development of simplified bid specifications and solicitation of quotes
• Computer proficiency in Microsoft Office suite

Desired Qualifications:

• Prior work experience as a purchasing agent within a UW institution Knowledge of Peoplesoft purchasing module
• Degree in Business, Marketing,Accounting/Finance or related area

Knowledge, Skills and Abilities:

• Ability to respectfully interact and communicate with people with diverse socioeconomic cultural and ethnic backgrounds
• Ability to interpret rules and regulations
• Ability to comply with reporting requirements as defined by UW System and State of Wisconsi n Bureau of Procurement
• Ability to establish priorities and meet deadlines
• Highly ethical,adheres strictly.to all applicable laws, policies and regulations in performance of work

CAMPUS INFORMATION:

UW-Whitewater (http://www.uww.edu) is the largest regional comprehensive university within the UW System and enjoys a reputation as a high quality residential campus located near the scenic Kettle Moraine State Forest in southeastern Wisconsin. UW-Whitewater is situated on 400 acres of land and has an annual budget of more than $219 million. UW-Whitewater is located in the community of Whitewater, which has 14,622 residents and is within convenient driving distance to the metropolitan areas of Madison, Milwaukee and Chicago. The university enrolls more than 12,000 students in more than 50 majors housed within four academic colleges. UW-Whitewater also offers 16 master’s degrees and a Doctorate in Business Administration. The university’s strategic plan can be found at: www.uww.edu/strategic-plan. It has a special mission within the UW System to serve students with disabilities and, as such, embraces the principles of universal design and is one of the most accessible campuses in the state. UW-Whitewater is a Division III NCAA university and member of WIAC (http://wiacsports.com). The campus has over 200 student organizations and is a vital economic engine for southeastern Wisconsin.

UW-Whitewater is committed to seeking and sustaining a culturally and ethnically diverse campus environment, building a diverse faculty and staff with expertise and interest in serving students with diverse needs, backgrounds, ethnicities, abilities and other distinct characteristics in respectful, sensitive and understanding ways. The University of Wisconsin-Whitewater is an Equal Opportunity and Affirmative Action Employer, and actively seeks and encourages applications from women, people of color, persons with disabilities, and veterans.

ORGANIZATION INFORMATION:

The University of Wisconsin-Whitewater is part of the 26-campus University of Wisconsin System (https://www.wisconsin.edu).

Wisconsin Statute 19.36(7)(b) provides that applicants may indicate in writing that their identity should be kept confidential. In response to a public records request, the University will not reveal the identities of applicants who request confidentiality in writing, except that the identity of the successful final candidate will be released. See Wisconsin Statute 19.36(7)(a).

UW-Whitewater requires criminal background checks as a contingency to employment. A criminal background check will be conducted prior to an offer of employment.

The University of Wisconsin-Whitewater requires that all employees be active participants in following applicable safety rules and regulations including necessary training and drills.

For UW-Whitewater Campus safety information and crime statistics/annual Security Report, see http://www.uww.edu/asfr. If you would like a paper copy of the report please contact the UW-Whitewater Police at 262-472-4660.

To learn more about UW-Whitewater's competitive benefits packages go to our: ALEX webpage, which is our interactive benefits decision support tool

SPECIAL NOTES:

UW-Whitewater embraces AAC&U’s LEAP principles (http://www.uww.edu/leap) and emphasizes student, staff and faculty participation in High-Impact Practices (https://www.aacu.org/resources/high-impact-practices). The Office of Research and Sponsored Programs (http://www.uww.edu/orsp) provides support for faculty scholarly and creative activities as well as other opportunities to apply for reassigned time and/or other resources to support research activities. UW-Whitewater faculty and staff also have access to technology transfer and research resources provided by WiSys (https://www.wisys.org).

TO ENSURE CONSIDERATION:

Applications received by November 17, 2018 are ensured full consideration. Applications received after that date may be given consideration at the discretion of the search committee. The most qualified applicants will be invited to participate in the next step of the selection process.

If you have questions regarding this recruitment, or if you are not able to complete the application online due to a disability or system problem, please contact us at 262-472-1072 or hrstudent@uww.edu.

For questions regarding the position please contact:

Victoria Johnson
Human Resources
262 472-1024
johnsonv@uww.edu

HOW TO APPLY:

Only complete application packages will be considered. A complete application includes online submission of the following documents:

• Resume
• Letter of interest
• Three references with contact information

This Job ID is 14788.

 

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