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Purchasing Office Associate (Admin Assistant III)

Employer
University of Wisconsin La Crosse
Location
Wisconsin, United States
Salary
Salary Not Specified
Date posted
Aug 20, 2021


Posting Details

Recruitment Number

1092

Working Title

Purchasing Office Associate (Admin Assistant III)

Position Type

Staff/Administrative

Appointment Percentage

100

Division/College

Administration and Finance Division

Position Summary

Under the general supervision of the Purchasing Director, this position will provide administrative support to Purchasing and Contract Services. The primary duties include supporting the contract administration function, purchasing card (PCard) administration and supplier triage and set-up.

Description of College / Department / Program / Division / Unit

The Division of Administration and Finance is committed to providing quality campus services to faculty, staff, students and external constituencies in support of the university’s mission of teaching, research, and public service. The division includes Business Services, Budget Office, Facilities Planning & Management, Human Resources, Information Technology Services, and University Police & Parking Services.

Required Qualifications

  • High School diploma or equivalent.
  • Demonstrated ability to communicate clearly, respectfully, and effectively in face-to-face, oral, written, and electronic forms.
  • Demonstrated experience in the use of software including Microsoft Office, email, and electronic calendars.
  • Ability to work in a dynamic and team centric environment.
  • Strong organizational and time management skills.
  • Strong attention to detail.
  • Ability to work independently, as well as function effectively in a team and with diverse groups.
  • Ability to exercise independent judgment in complex and new situations.
  • Ability to use discretion and good judgment regarding confidential information.
  • Ability to multi-task and manage multiple concurrent projects while meeting strict deadlines.
  • Knowledge of modern office practices, including use of office equipment.




Preferred Qualifications

  • Three years of office or administrative work experience.
  • Work experience providing excellent customer service.
  • Work experience in a higher education setting.
  • Knowledge or experience with Perceptive Content, Qualtrics, Visio, and SharePoint.




Physical Demands

Ability to sit for extended periods of time.

Working conditions and environment

Normal working hours are 7:45 a.m.–4:30 p.m., Monday through Friday.

Miscellaneous Information

Your benefits add an additional 40%+ to the overall financial package from the university.
Highlights include:
• paid vacation for 12-month positions.
• excellent flexible health insurance with low co-pays and good coverage.
• paid holidays and sick days.
• after 5 years of employment, you become vested in our retirement system which ensures income post-career.
• benefits at UWL are highly competitive with local industry and some of the strongest in state and nation.
Learn more at: https://www.wisconsin.edu/ohrwd/benefits/download/univstaff21.pdf
Benefit eligibility is determined at point of hire. This information is provided for illustrative purposes only. Benefits are also pro-rated based on the appointment percentage.
The University of Wisconsin System and the University of Wisconsin–Madison are engaged in a redesign of job title and compensation structures. The Title and Total Compensation Project will result in relevant and market-informed titles to help us keep and grow our outstanding workforce. If you are the successful candidate, your title is subject to change in November 2021. For more information, visit: https://www.wisconsin.edu/ohrwd/title-and-total-compensation-study/

Duties/Responsibilities

These are the job duties required for the position.

Responsibility Statement

Contracts Administration Support

Duties to Support Responsibility

  • Create and maintain file(s) for new and existing contracts.
  • Log contracts and track contract workflow.
  • Route contract file(s) to reviewer(s), including internal and external stakeholders, for their review, approval and/or signature.
  • Communicate with reviewer(s), including internal and external stakeholders, regarding the status of contract review, approval and/or signature.
  • Assist with requests for information related to new and existing contracts.
  • Upload completed contracts to the repository (i.e. ShopUW+, ImageNow/Perceptive Content).
  • Assist the ShopUW+ project team with the Contract module implementation.




Percentage Of Time

45

Essential

Yes

Responsibility Statement

Purchasing Card (PCard) Maintenance

Duties to Support Responsibility

  • Process applications for new Purchasing Cards:
    • Acquire Purchasing Director approval
    • Schedule PCard training
    • Enter request for new PCards in banking system (i.e., US Bank Access Online)


  • Inactivate PCard account
  • Maintain PCard files (applications/user agreements)
  • Maintain shared PCard email account, route messages and refer inquires to appropriate resources.
  • Review and process PCard credit increase requests and resolution of PCard decline notices including research and follow up with stakeholders.
  • Assist with PCard training and the implementation of improvements to the PCard process.
  • Maintain US Bank Access Online accounts and assist cardholders with use of the system including the Transaction Management tool.
  • PCard Audit process:
    • Create and maintain audit records (open, close, update)
    • Communicate with cardholders regarding audits
    • Assist auditors, as needed, in performing PCard audits
  • Assist with planned implementation of Shared Financial System ( SFS ) PCard processing.
  • Support Purchasing Card Administrator as requested.


Percentage Of Time

30

Essential

Yes

Responsibility Statement

Supplier Triage & Set up

Duties to Support Responsibility

  • Gather information and requirements to set up new suppliers and update existing suppliers.
  • Enter and upload information into SFS for review and approval by UW-System.
  • Communicate with internal stakeholders regarding the status and approval of suppliers.
  • Act as a liaison with UW-System for requests and inquires related to suppliers.
  • Assist with requests for information related to new and existing suppliers.




Percentage Of Time

20

Essential

Yes

Responsibility Statement

Other Items

Duties to Support Responsibility

  • Update website for the Purchasing unit and serves as backup for Business Services website updates.
  • Provide feedback and assist with the review and implementation of process improvements.
  • Other duties as assigned by supervisor.


Percentage Of Time

5

Essential

Yes

Posting Detail Information

Special Instructions

Posting Date

08/20/2021

Close Date

Continuous Recruitment

Yes

Continuous Recruitment First Review Date

09/03/2021

Position Contact Name

Michael Gasper

Position Contact Email

hrinfo@uwlax.edu
Required Documents
Required Documents
  1. Resume/Curriculum Vitae
  2. Cover Letter/Letter of Application
  3. Reference Contact Information
Optional DocumentsSupplemental Questions

Required fields are indicated with an asterisk (*).

  1. The University of Wisconsin System will not reveal the identities of applicants who request confidentiality in writing, except that the identities of finalists must be revealed upon request. See Wis. Stat. §. 19.36(7).
    • I wish for my name to remain confidential until the university is no longer able to do so.
    • I waive my right to keep my name confidential through the application process.
  2. Are you currently under investigation or have ever left employment during an active investigation in which you were accused of sexual violence or sexual harassment? (Required under UW System Administrative Policy 1275)
    • Yes
    • No
  3. Were you ever found to have engaged in any sexual violence or sexual harassment in a previous work assignment? (Required under UW System Administrative Policy 1275)
    • Yes
    • No
  4. Are you an alum of the University of Wisconsin-La Crosse?
    • Yes
    • No
  5. How did you hear about this employment opportunity?
    • Chronicle of Higher Education Web Site
    • Discipline-Specific Publication/Web Site
    • HERC Web Site
    • HigherEdJobs.com Web Site
    • Job Center of Wisconsin Web Site
    • Minority Publication/Web Site
    • University of Wisconsin - La Crosse Social Media (i.e. Facebook, LinkedIn, Twitter)
    • University of Wisconsin - La Crosse Web Site
    • La Crosse Tribune
    • Personal Referral
  6. After you retire from a Wisconsin Retirement System (WRS) employer, you may return to work with a WRS employer as a rehired annuitant, provided certain requirements are met. There are no restrictions on what type of position a rehired annuitant can hold. Under the WRS, there is no limit to how much you may earn as a rehired annuitant. (Learn more: https://www.wisconsin.edu/ohrwd/benefits/life-events/empcha/ra/). Are you currently collecting an annuity from the Wisconsin Retirement System, (WRS)?
    • Yes
    • No
  7. Are you currently employed by or have you been employed by a UW System institution or a State of Wisconsin agency during the last seven (7) years? Please answer yes or no. If yes, provide the institution or agency name, your supervisor and contact information, including phone number and email address.
    • Yes
    • No
  8. Please provide your most recent employer, supervisor name and contact information, including phone number and email address. (Pursuant to UW System Administrative Policy 1275, UW System requires reference checks related to sexual harassment and sexual violence to be conducted at a minimum with a final candidate’s most recent employer and with all previous UW System institution and State of Wisconsin agency employers from the past seven years. UW-L will notify you prior to contacting your supervisor).

    (Open Ended Question)

  9. Will you now or in the future require visa sponsorship for employment at the University of Wisconsin-La Crosse? (UW-L and UW System institutions pay for some or all of the sponsorship costs. Some candidates may require an H1B or another form of employment sponsorship to work in the US. This question is asked so that if you are the successful candidate, Human Resources can work with your work unit to begin the process of obtaining this visa).
    • Yes, I will require sponsorship prior to employment.
    • Yes, I will require sponsorship for continued employment if hired.
    • No, I do not require sponsorship and am eligible to work in the US.
  10. Are you legally eligible to work in the United States?
    • Yes
    • No


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