This position performs a variety of complex and technical fiscal processes with minimal oversight. Exercises independent judgement in interpreting and applying fiscal procedures and guidelines, ensuring compliance with federal, state and university policies and procedures. Understands the variety of funding sources for ESFCOM, state accounts, grants, and unrestricted funds. Supports academic units, non-academic medical doctor administrative programs, clinical campuses educational, and research initiatives at ESFCOM sites located in Spokane, Vancouver, Tri-Cities, and Everett.
Responsible and accountable for: -Procurement of services, supplies, materials, parts and equipment related to technology and monitored inventory. -Fiscal and accounts payable activities. -Inventory management functions. -Contract support relating to software agreements, technology and other info-tech related contracts.
Duties and Responsibilities:
Perform complex and varied purchasing and sourcing activities for ESFCOM, as below. Completes all purchasing tasks associated with technology and monitored inventory (items required equipment tagging).
Monitor all procurement contracts to ensure vendor compliance with pricing, quality, and service standards. For large contracts, this includes formal performance reviews and price audits. Work with vendors to address any issues of non-compliance and to obtain refunds in the event of a price discrepancy. Serve as the primary contact for all high-level interactions with outside vendors.
Procure equipment, supplies and services required to meet the general needs of department and specialized research needs using purchase orders, p-card and other instruments. Work with Principal Investigator to identify tax-exempt requirements accordingly.
Independently advise and coordinate with principal investigators, staff and faculty regarding purchasing policies and procedures.
Solicit competitive bids, using appropriate bid form, evaluate responses using a cost-benefit analysis, and finalize purchase awards.
Train department personnel and administrative team on proper sourcing and appropriate procedures for the purchase of goods and services.
Provide support and analysis for purchasing and strategic sourcing initiatives. Work with customers and staff to identify areas of opportunity. Assist in planning and developing target measures for reporting successful results from strategic sourcing initiatives.
Perform inventory activities for ESFCOM.
Coordinate with IT for all technology needs.
Manage ESFCOM inventory process in alignment with University policy.
Utilize University WASP inventory management system.
Monitor all purchases needing property management tags and department tags.
Maintain database of property, currently over 1000 items.
Collaborate with all departments on equipment tracking.
Perform inventory review and prepare university report.
Coordinate the transfer and disposal of surplus property.
25% Fiscal and Accounts Payable
Perform fiscal and accounts payable activities for ESFCOM.
Perform purchasing card reconciliation, review invoice, compare invoice to purchase request, confirm receipt of items.
Apply knowledge of accounts and program relationships to design and implement fiscal processes.
Independently perform budgetary/financial analysis and reporting; perform reconciliations and develop/prepare reports.
Prepare Accounting Journal or Accounting Adjustment for signature and routing to accounts payable or SPS for processing.
Prepare, review and process internal charges for Facilities Requests, Phone charges, Mail Charges, etc.
Review and process invoices and prepare for routing to accounts payable.
Review Invoice Vouchers and prepare for routing to accounts payable.
Prepare Expense reports and route to accounts payable.
Phone line management, currently over 200 lines.
Reconcile and maintain a variety of electronic and manual fiscal files, review pcard transactions, initiate corrective action.
Collaborate with vendors, and Pullman Accounts Payable Office to resolve billing and payment inaccuracies and/or payment questions on invoices.
Respond to inquiries and resolve problems through appropriate investigation. Escalate issues to management, when necessary.
Monitor Finance Medicine email for tasks.
Communicate with the appropriate levels of authority in Business Services, the college or university at needed.
Support contract management needs for software agreement, technology, and other info-tech related contracts within the College of Medicine.
Select and coordinate utilization of outside vendors and independent contractors. Execute purchase contracts following applicable University guidelines through evaluation of vendor relationships ensuring best value is received, risk is minimized, customer delivery requirements are met, and supplier problems are addressed.
Review, evaluate, and process procurement requests, analyzing the request for clarity, appropriateness of purchase, bid specifications, and compliance with university policies and procedures.
Determine customer expectations and develop timelines that satisfy the purchase requirements; clarify Scope of Work documents needed.
Analyze and review customer and business model needs and prepare and administer Request for Quotations/Proposals appropriately to ensure that specifications and deliverables are met and within budget. Assist with evaluation and supplier selection and make the awards following the proper procurement process.
Formalize contracts and agreements according to University guidelines (i.e. personal service, consultant, subcontract etc.).
Perform complex analysis, review, verification, and documentation of customer account accuracy; independently investigate and correct errors/discrepancies to ensure compliance with State and College policies/procedures as well as fiscal, purchasing, and contracting guidelines.
Review field orders for accurate coding and updates contracts folder for reportable contracts.
Effectively communicate all contractual requirements and procurement policies and procedures to university faculty, staff and external suppliers.
May assist departments with contract RFP, sole source documents and/or selection process.
Complete special projects upon request.
Perform other related work as required.
Two years of experience at a level equivalent to Fiscal Specialist 1 AND 15 quarter hours OR 10 semester hours of college level accounting; OR equivalent education/experience.
Demonstrated experience providing procurement, purchasing and or inventory management services.
Demonstrated excellent verbal/written communication and interpersonal skills.
Demonstrated experience with Microsoft Office including, Excel, Outlook, PowerPoint, and Word.
Experience with fiscal functions such as accounts payable, budget monitoring and grant funding.
Experience providing financial support at a higher education institution.
Experience working with and maintaining purchasing records.
Knowledge of university management practices, processes and policies.
Knowledge of the State of Washington and other funding agency guidelines.
Area/College: Elson S. Floyd College of Medicine Department Name: Business Services City, State, Zip: Spokane, WA 99202 Department Link:https://medicine.wsu.edu/
Monthly Salary: $3,370 FTE: 1.0 Permanent/Temporary/Project: Permanent Screening Begin Date: 6/17/2021 Background Check: This position has been designated by the department to require a background check.
Application Instructions: Applicants must attach 1) resume and 2) cover letter to their online application. Application materials should clearly communicate how the applicant meets all required qualifications and additional requirements. Applicants are required to include contact information for professional references within the application.
The screening of applications will begin June 17, 2021 and continue until a suitable candidate has been identified.
Required Documents: Resume and cover letter
Time Type: Full time
Position Term: 12 Month
WASHINGTON STATE UNIVERSITY IS AN EQUAL OPPORTUNITY/AFFIRMATIVE ACTION EDUCATOR AND EMPLOYER. Members of ethnic minorities, women, special disabled veterans, veterans of the Vietnam-era, recently separated veterans, and other protected veteran, persons of disability and/or persons age 40 and over are encouraged to apply.
WSU employs only U.S. citizens and lawfully authorized non-U.S. citizens. All new employees must show employment eligibility verification as required by the U.S. Citizenship and Immigration Services.
WSU is committed to providing access and reasonable accommodation in its services, programs, activities, education and employment for individuals with disabilities. To request disability accommodation in the application process, contact Human Resource Services: 509-335-4521 (v), Washington State TDD Relay Service: Voice Callers: 1-800-833-6384; TDD Callers: 1-800-833-6388, 509-335-1259(f), or firstname.lastname@example.org.
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