Perform specialized duties in support of university procurement services and the administration of non-benefit insurance coverage.Responsibilities
Typical Allocation of Duties:
Manage purchasing card and/or fuel card programs -
Processes new and renewal card requests, distributes and cancels cards as required, monitors the use of the cards to detect and combat fraud and prepares monthly payment and journal vouchers for Purchasing Card and Fuel Card programs.
Process purchase orders - 25%
Monitor requisition module for purchases ready to be sourced into purchase orders. Process relevant purchase orders, maintain related files, and ensure compliance with state purchasing regulations. Reconcile zero dollar and open purchase orders monthly.
Fleet Management - 25%
Perform fleet management duties to include maintaining Office of Fleet Management database (VITAL), assisting with purchasing of vehicles, verifying monthly ARI invoices, and processes documentation for payment of invoice. Manage My Driving Program.
Coordinate insurance coverage -
Ensure the University has appropriate insurance coverage for student healthcare, property, automobile, and general liability.
Maintain supplier records - 10%
Enter, review, and maintain supplier data in the financial system.
Card Programs: Manage all program administration of the Purchasing Card and Fuel Card Programs, to include processing new and renewal card requests, deactivate and cancel cards as required, conduct training, initiates cardholder profiles, and limit changes with approval from DOAS & SPD as required. Approve P-Card Pre-Approvals utilizing workflow system. For each program, monitor the use of the cards to detect and combat fraud and prepare monthly payment and journal vouchers for Purchasing Card and Fuel Card programs. Ensure that all activities follow regulations/policies by staying current on updates.
Fleet /Property Insurance Programs: Administer all aspects of non-benefit insurance and claims for the University and administers the Fleet Management program. Serve as the primary point of contact with internal and external constituencies on insurance and claims functions. Act as liaison for the University on any matters pertaining to purchase, maintenance, repair, and disposition of fleet vehicles.
Overall: Coordinate with the CUPO distribution of information to University administration and staff. Communicate relevant program information to users; establish user training programs to improve processes, maximize efficiencies, and ensure overall program objectives are met. As appropriate, audit programs for compliance issues, collaborate with end users, recommend appropriate action and document compliance. Other duties as assigned.
Bachelor's degree in a specified field and three (3) or more years of related work experience. Professional licensure, certification, and/or designation may be required in some areas.
$45,906Conditions of Employment
Employment is contingent upon successful completion of a background check. Position May Require Credit Check (if using P-Card, working with Cash, etc.).
Position Requires completion of VSU’s Annual Compliance Training course (such as State Business Transactions, Drug Free Workplace, Anti-Harassment Policy, Introduction to Information Security, Workers Compensation, Motor Vehicle Policy, USG Ethics Policy, Conflict of Interest/ Outside Activities Policy, Leave Procedures for Faculty and Staff, Georgia Open Records Act, Family Educational Rights and Privacy Act (FERPA), and Contracts 101. Supervisory positions require training in FMLA and Worker’s Compensation