Job Standard for Purchasing Compliance Specialist

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1. Click “View in Google Docs/Download” and download to Word.
2. The Job Overview, Level Scope, Minimum Qualifications and Essential Job Functions are specific to this job’s competencies and cannot be edited.
3. For the Job Posting you may;
   1. update/change the purpose to add in department specific information, 
   2. add key responsibilities to the 35% of the time, specific to your department needs, 
   3. add a preferred qualifications section
   4. post the position using the business title

The statements on this job standard are intended to describe the general nature of the role and level of work being performed. They are not intended to represent an exhaustive list of all responsibilities, duties and skills required of the employee.

Purchasing Compliance Specialist

• Work Type: Professional
• Job Code:75471
• Pay Grade: P4
• FLSA Status: Exempt
• Career Level: Intermediate
• Family: Finance & Business Operations
• Function: Purchasing

Purpose

This position is responsible for monitoring compliance with all applicable laws and regulations of both state and university purchasing, contracting, leasing, and contract-related purchasing.  Acts as liaison to the bank card provider and state purchasing officer responsible for contract management.

Level Scope

Fully competent and productive professional contributor who applies acquired job skills, policies, and procedures to complete substantive assignments/projects/tasks of moderate scope and complexity.  Works independently with general supervision; exercises judgment within defined guidelines and practices to determine appropriate action. May provide guidance and assistance to entry level professionals and/or support employees.

Minimum Qualifications

Bachelor’s Degree or equivalent, plus 2 years professional experience in purchasing

Knowledge, Skills, and Abilities

• Ability to work with a high degree of independence with appropriate use of discretion and judgment.
• Ability to write policy and identify ways to improve processes.
• Ability to understand and explain the rules, laws, code and policy to customers.
• Must be computer literate in word processing, spreadsheet preparation and internet searches.
• Ability to problem solve and the ability to anticipate and provide solutions that result in gained efficiencies, improved customer service, enhanced compliance, etc.
• Be an engaged and detail oriented individual demonstrating the ability to take ownership of and complete assigned tasks.  Ability to work through challenging situations with respect to assigned duties.
• Provide customer service reflective of the controls, ethics and integrity of the University.
• Knowledge of University policies and state and federal regulations related to purchasing and procurement activities.
• Demonstrate excellent verbal and written skills; communicate effectively.

Essential Functions

Key Responsibilities

60% of Time the Purchasing Compliance Specialist

• Primary control of P-Card management and is the only position within the University with particular knowledge of bank-provided card system functionality. Serves as University expert on P-Card management tools.
• Determination and set-up of account hierarchy and overall P-Card functionality for all University cardholders.
• Determination and management of cardholder profiles including spend controls.
• Issuance and control of all P-Cards issued to University staff including managing limits, purchase restrictions, closures and suspensions.
• Extraction of P-Card transaction data monthly for upload to University financial system by required due date.
• Preparation of monthly audit reports for Administrative Accounting, Accounts Payable and Travel Services.
• This position serves as the principal resource for interpretation and communication of University P-Card policy and procedure to campus (staff, faculty, managers).
• Handle security issues, such as fraud, compromised accounts, and lost/stolen cards by working with the cardholder and the vendor.

35% of Time the Purchasing Compliance Specialist

Determined by department needs

5% of Time the Purchasing Compliance Specialist

Perform other duties as assigned

Work Environment and Physical Demands

Some positions may involve frequent bending, moving, lifting, and carrying material weighing up to 50 pounds; some positions may involve moving, lifting, and carrying material weighing up to 70 pounds; standing up to eight hours each day; working in all weather conditions; exposure to high noise levels and requiring wearing hearing protection.

Travel Requirement

No Travel is required.

Career Path

Additional training/education or equivalent experience, as well as business need, are required for movement into higher level jobs.

Disclaimer

Incumbent must perform the essential duties and responsibilities with or without reasonable accommodation. The above statements are intended to describe the general nature and level of work.  Final employment offers are  contingent upon a Final Candidate’s successful completion of a Background Verification, and a determination by the University that the information derived from the Background Verification does not disqualify the individual.  In addition, a Financial History Check and Motor Vehicle Record (MVR) Check may be required.