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Job ID: 130750

Purchasing/Payment Coordinator (4722C) - ERSO - 1679
University of California, Berkeley


Date Posted Oct. 4, 2019
Title Purchasing/Payment Coordinator (4722C) - ERSO - 1679
University University of California, Berkeley
Berkeley, CA, United States
Department
Application Deadline Open until filled
Position Start Date Available immediately
 
 
  • Coordinator
  • Fiscal Services
    Administrative Support/Services
 
 

About Berkeley

The University of California, Berkeley, is one of the world’s most iconic teaching and research institutions. Since 1868, Berkeley has fueled a perpetual renaissance, generating unparalleled intellectual, economic and social value in California, the United States and the world. Berkeley’s culture of openness, freedom and acceptance-academic and artistic, political and cultural-make it a very special place for students, faculty and staff.

Berkeley is committed to hiring and developing staff who want to work in a high performing culture that supports the outstanding work of our faculty and students. In deciding whether to apply for a staff position at Berkeley, candidates are strongly encouraged to consider the alignment of the Berkeley Workplace Culture with their potential for success at http://jobs.berkeley.edu/why-berkeley.html.

Application Review Date

The First Review Date for this job is: 9/26/19

Departmental Overview

ERSO functions as a central hub, providing administrative support to the College of Environmental Design; and administrative and research support to the School of Information and the College of Engineering and its affiliated research centers.

ERSO delivers effective and efficient services, allowing faculty to focus on developing UC Berkeley’s academic and research enterprise rather than managing administration. We maintain a customer-oriented operation with appropriate levels of faculty and staff oversight to support a culture of expert service and continuous improvement.

The Purchasing/Payment Coordinator processes requests for goods & services, vendor payments, and reimbursements to individuals within established UCOP policies for the ERSO Region. The Purchasing/Payment Coordinator provides routine purchasing/payment services and serves as a resource person to advise units on policies and procedures as needed and ensure timely response to customer requests.

Responsibilities

80% Procurement/Payment/Reimbursement Administration:
*Provides full scope of procurement, reimbursement, and payment functions to entire ERSO community.
Advises, instructs, and supports users regarding University procurement, reimbursement, and payment policies and procedures.
Establish new vendors in campus database by coordinating with vendor and central campus department responsible for establishing vendors.
*Identify when campus policy requires vendors to obtain insurance. Requests insurance certificates from vendors with minimum insurance requirement amounts.
*Conducts procurement activities by using the ERSO intranet and campus enterprise BearBuy & Reimbursement systems.
*Ensures all relevant documents are retained electronically for respective orders for department record retention.
Understanding of the chart of accounts, including assigning the appropriate account code of expense type and working in the correct Org Node.

Travel and Entertainment/Payment Services:
*Processes basic travel and entertainment requests for individuals and vendors.
Ensures that all travel and entertainment requests are in compliance with ERSO procedures and University policies.
Advises non-US citizens and sponsoring staff of foreign visitors of visa requirements to qualify for travel reimbursement according to immigration regulations and requests foreign documentation from payee, when applicable.
*Serves as the initial reviewer of exceptional reimbursement requests and contracts for hotel conference planning prior to submission to campus office for official approval.

Procurement/Payment/Reimbursement Administration:
*Provides full scope of procurement, reimbursement, and payment functions to entire ERSO community.
Advises, instructs, and supports users regarding University procurement, reimbursement, and payment policies and procedures.
Establish new vendors in campus database by coordinating with vendor and central campus department responsible for establishing vendors.
*Identify when campus policy requires vendors to obtain insurance. Requests insurance certificates from vendors with minimum insurance requirement amounts.
*Conducts procurement activities by using the ERSO intranet and campus enterprise BearBuy & Reimbursement systems.
*Ensures all relevant documents are retained electronically for respective orders for department record retention.
Understanding of the chart of accounts, including assigning the appropriate account code of expense type and working in the correct Org Node.

Travel and Entertainment/Payment Services:
*Processes basic travel and entertainment requests for individuals and vendors.
Ensures that all travel and entertainment requests are in compliance with ERSO procedures and University policies.
Advises non-US citizens and sponsoring staff of foreign visitors of visa requirements to qualify for travel reimbursement according to immigration regulations and requests foreign documentation from payee, when applicable.
*Serves as the initial reviewer of exceptional reimbursement requests and contracts for hotel conference planning prior to submission to campus office for official approval.

Procurement Services:
*Commits department to expenditures by placing all LVPA orders (Up to $ 4,999).
Prepares orders in access of $5,000 for department Senior Buyer review.
*Resolves problems related to procurement, delivery, payment methods, and installation. Recommends effective procedures to successfully obtain goods and services to meet the customer needs.
Coordinate with customers and vendors to resolve problematic orders, prepare Return Merchandise Authorizations (RMA), request credit memos, and resolve invoice or shipment errors. Any problem complex in nature is referred to the supervisor.
20% Problem Resolution/Customer Support:

Provides customer service support as a member of the ERSO email aliases, in a professional, timely, authoritative, and consistent with ERSO processes and UC policies.
Proactively follow-up with customer throughout the resolution process – clear information in written and/or verbal format to inform the customer of the final resolution.

Participate in team meetings to define, enhance, and recommend changes to processes to gain efficiencies.
Resolve any payment issues – match exceptions, troubleshooting with vendor, payee, central unit, etc.
*Communicate in a friendly manner and provide excellent customer service.

Required Qualifications

Excellent customer service skills, possess a service orientation.
Effective verbal and written communication skills.
Excellent computer skills to navigate the internet and use online web based systems as well as office software systems. Meticulous and accurate and possess a rigorous attention to detail.
Follow-up skills.
Collaborative when working with others, maintains a win-win attitude by cooperating with others (customers) when solving problems and issues.
Able to interpret and communicate Procurement, Business and Contract information in oral and written form.
Able to comprehend and interpret written policies to a variety of research staff, faculty and students.
Able to provide high level of customer service in a constantly changing complex environment.
Able to prioritize work to maximize efficiencies.
Effectively communicate with a diverse group of audiences in written format or via email as well as verbally.
Ability to adapt to new situations and demonstrate flexibility to handle multiple tasks.
Ability to perform complex internet searches for policies, guidelines, vendors, pricing comparisons etc.
Ability to read, comprehend and comply with UCB policies and procedures.
Ability to be diplomatic. Shows respect to others by listening and helping to solve the problem or issue in a clam professional manner. Team player- Promotes team ownership of projects and avoids personal control.
Results Oriented. Demonstrates a sense of urgency. Willing to teach to accomplish goals and makes things happen.
Ability to manage stress. Keeps positive perspective in tense situations.

Preferred Qualifications

Comprehensive knowledge of and ability to apply BUS 79, 77, 34, and 43, as well as UCB BluCard (Business Credit Card Guidelines) and UCOP travel policy, G28 and UCOP moving and relocation policy, G13.
Business Bulletin 43 Employee-Vendor Relationships Material Management Part 7I
Insurance Requirements/Certificates of Insurance Bulletin 63
Independent Contract Guidelines Business Bulletin 34 Independent Consultants
Knowledge of payments to Foreign Individuals/Visa Status/Tax Treaty Laws, Business Credit Card Guidelines, BFS, BearBuy Basic Equipment/Fabrication guidelines,
Procurement, Business and Contracts Principles of Purchasing, General Sales Tax Laws
Working knowledge of the Berkeley Financial System, Reimbursement System, and BearBuy
Intermediate level of understanding associated with accounting principles and reporting, e.g. bookkeeping skills
Knowledge of and ability to use such office systems as MS Word, EXCEL, ACCESS, Google Docs

Salary & Benefits

For information on the comprehensive benefits package offered by the University visit:

http://ucnet.universityofcalifornia.edu/compensation-and-benefits/index.htm…

*The hourly salary range designated for this position: $24.17 – $29.65; however, starting salary will be commensurate with experience.

How to Apply

Please submit your cover letter and resume as a single attachment when applying.

Conviction History Background

This is a designated position requiring fingerprinting and a background check due to the nature of the job responsibilities. Berkeley does hire people with conviction histories and reviews information received in the context of the job responsibilities. The University reserves the right to make employment contingent upon successful completion of the background check.

Equal Employment Opportunity

The University of California is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or protected veteran status. For more information about your rights as an applicant see: http://www.eeoc.gov/employers/upload/poster_screen_reader_optimized.pdf
For the complete University of California nondiscrimination and affirmative action policy see:
http://policy.ucop.edu/doc/4000376/NondiscrimAffirmAct

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