VIMS Purchasing Coordinator
- Manages procurement and administrative activities for VIMS departments as assigned.
- Independently works with VIMS staff to determine the correct process for procurement and payment of goods and services for the VIMS campus.
- Prepares, issues, and manages the procure-to-pay function for goods and services using buyW&M, William & Mary's comprehensive Procure-to-Pay solution. This includes troubleshooting vendor payment issues, documenting transactions, preparing invoices, processing direct payments, and submitting reimbursements using buyW&M.
- Ensures business purchases using Small Purchase Charge Card (SPCC) follow policies and procedures.
- Reconciles monthly SPCC transactions, and account allocations, uploading electronic documents for the transactions to the bank system, and signing off on the transactions.
- Reconciles invoices for purchase orders in buyW&M, upload receipts and packing slips, and verifies all orders are closed and have posted in Banner for payment.
- Works with vendors as needed to facilitate onboarding in buyW&M and other payment systems.
- On a monthly basis, cancel SPCC and Purchase Order encumbrances that did not liquidate.
- Utilizes the procure-to-pay system to receive packages ordered via Purchase Order and to access information and purchase orders for fixed assets to be recorded.
- Receives, opens, records, and sends notifications of packages received in the VIMS Shipping/Receiving & Mailroom department daily for USPS, UPS, FedEx, etc.
- Forwards packing slips to the appropriate contact.
- Bachelor's degree in accounting, finance, or related field or the equivalent combination of education, training, and or experience.
- Experience working with procurement processes and/or an automated procurement system.
- Demonstrated experience working with an automated accounting/financial system.
- Demonstrated knowledge of financial accounting and procurement systems.
- Proficiency in a variety of software applications including MS Office (specifically Word, Excel, Outlook, and PowerPoint), and web-based applications.
- Strong attention to detail, with the ability to work quickly and accurately in a fast-paced environment with minimal supervision.
- Independent problem solver, with the ability to take initiative and follow through on tasks through their completion.
- Strong oral & written communication skills with the ability to work effectively with staff, exercising sound judgment, tact, and diplomacy in all interactions.
- Excellent organizational skills with the ability to manage multiple tasks concurrently with competing priorities.
- Experience in finance and administration in a higher education setting.
- Experience using buyW&M and Banner.
- Demonstrated experience with postal services, shipping, and receiving of goods.
- Basic knowledge of Generally Accepted Accounting Principles (GAAP).
- Familiarity with buyW&M, William & Mary's comprehensive Procure-to-Pay solution.
- Working knowledge of Banner Finance or another similar ERP-based financial module system.
- This a non-exempt position, eligible to receive overtime in accordance with the Fair Labor Standards Act (FLSA), and university policy.
- This position may be subject to overtime during high peak times, etc. as directed and approved by the supervisor.
- This is a restricted position, subject to the continued availability of funding.
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