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University of Massachusetts Amherst Clerk IV - Purchasing Assistant in Amherst, Massachusetts

Clerk IV - Purchasing Assistant

Apply now (https://secure.dc4.pageuppeople.com/apply/822/gateway/default.aspx?c=apply&lJobID=516062&lJobSourceTypeID=801&sLanguage=en-us) Job no: 516062

Work type: Staff Full Time

Location: UMass Amherst

Department:SACL Finance Matrix

Union:USA/MTA

Categories: Administrative/Office Support

About UMass Amherst

UMass Amherst, the Commonwealth's flagship campus, is a nationally ranked public research university offering a full range of undergraduate, graduate and professional degrees. The University sits on nearly 1,450-acres in the scenic Pioneer Valley of Western Massachusetts, and offers a rich cultural environment in a bucolic setting close to major urban centers. In addition, the University is part of the Five Colleges (including Amherst College, Hampshire College, Mount Holyoke College, and Smith College), which adds to the intellectual energy of the region.

Job Summary

As a member of SACL Finance Matrix team performs various duties to provide business services for the Finance Matrix including processing of accounts payable, assisting in the procurement, management of Procurement Cards, and other business service support duties.

Essential Functions

Purchase Order/AP functions

  • Oversee, review and assist with SACL staff purchase requests and other business requests to ensure compliance with University policies and procedures; ensure proper financial approvals are followed; assist with procurement process by: responding to general inquiries from both University staff, students, and vendors, i.e. including, but not limited to, purchase order status, assisting new vendors in the setup of vendor codes; assembling attachments for purchase orders for Procurement including quotes, justifications, and contracts; serve as receiver for BuyWays.

  • Review submitted purchases requests for goods and services in order to determine purchasing contract compliance; maintain familiarity with Massachusetts Higher Education Consortium (MHEC) and university contracts; verify pricing match contract parameters and take appropriate action.

  • Verify receipt of goods, process/submit invoices, verify invoice matches PO/contract, ensure timely payment to vendors and handle vendor and staff inquiries.

Bank Card and Travel Functions

  • Execute travel/purchasing arrangements for SACL student organizations; advise on best purchasing options, use of vendors, and methods of payment; supervise student use of department sign out bank cards, including authorizing and denying use of bank cards and instructing student/staff on appropriate use and penalties for improper use; assign and track sign out bank cards; review receipts for appropriateness; track and monitor bank card balances to ensure that credit will be available when used; refer cases of improper use to Assistant Director.

  • Review bank card transactions by SACL staff for appropriateness; advise cardholders to ensure compliance with University policy; as needed, submit applications for new cardholders, request bank card limits, and cancel bank cards per University policy; refer cases of improper use to Assistant Director.

  • Oversee preparation of staff travel authorizations and reimbursement requests in accordance with university travel policies and procedures; review and ensure complete and correct paperwork is submitted in a timely manner.

  • Maintain confidential records for both staff and student sign out bank cards; reconcile bank card statements and receipts; use PeopleSoft to reallocate bank card purchases; contact staff and students regarding discrepancies and perform follow-up as needed with parties; initiate any necessary journal entries for corrections.

General Duties for all Purchasing Transactions

  • Maintain appropriate documentation for purchasing, travel reimbursements, and payables in order to meet audit and operations requirements; as requested, compile reports and provide information as necessary by accessing the PeopleSoft and BuyWays systems, as well as departmental records; respond to audits as required.

  • Serve as liaison between vendors, staff, Unified Procurement Service Team, and the Controller’s office to ensure compliance with University regulations; resolve discrepancies as they arise.

  • Maintain current knowledge of University purchasing and accounts payable policies, procedures, documentation.

  • Advise and consult student group leaders on expectations and responsibilities with completing financial transactions.

Departmental Duties

  • Provide support to SACL Finance student staff in purchasing, payables, and other business service support duties.

  • Participate in regular staff meetings; serve on university committees, team or other groups related to SACL Finance Matrix business functions with Assistant Director’s approval.

  • Monitor staff and student compliance with policy and provide feedback in order to enhance the operation of SACL Finance; provide status information on individual transactions and requests to identify bottlenecks and propose solutions; assist and participate in the development of training workshops for student and SACL staff.

  • Provide feedback for ongoing improvement and documentation of business processes and resources for SACL Finance; assist in the maintenance of templates and forms and other technologies available, such as BuyWays, DocuSign, Campus Pulse, etc.

  • As needed, maintain and troubleshoot issues for technical office equipment including network printers, photocopiers, etc.; ensure machines are appropriately stocked; assist with purchasing needs of the SACL Finance Matrix team.

  • Prepare procedures manual pertaining to duties.

  • Perform other duties as assigned or required to meet Division and University goals and objectives.

Other Functions

  • Excellent organizational ability, ability to handle many tasks simultaneously and effectively.

  • Ability to establish and maintain harmonious working relationships with persons from varied backgrounds; ability to work in a team setting.

  • Ability to deal tactfully with others, exercise sound and independent judgment and exercise discretion in handling confidential information.

  • Ability to understand and carry out oral and written instructions.

  • Familiarity with spreadsheet, word processing and database packages.

  • Ability to work in a highly computerized environment.

  • Ability to exercise sound judgement in assessing compliance with policy where staff and/or students’ demands conflict with the University.

  • Ability to communicate effectively in writing and verbally.

Minimum Qualifications (Knowledge, Skills, Abilities, Education, Experience, Certifications, Licensure)

  • High school diploma or equivalent.

  • Two (2) years of full-time or equivalent part-time office experience including, bookkeeping, business administration, or related experience. May substitute two (2) years of business related post-secondary education for 2 years of required experience.

  • Customer service experience

  • Excellent organizational ability, ability to handle many tasks simultaneously and effectively.

  • Ability to establish and maintain harmonious working relationships with persons from varied backgrounds; ability to work in a team setting.

  • Ability to deal tactfully with others, exercise sound and independent judgment and exercise discretion in handling confidential information.

  • Ability to understand and carry out oral and written instructions.

  • Familiarity with spreadsheet, word processing and database packages.

  • Ability to work in a highly computerized environment.

  • Ability to exercise sound judgement in assessing compliance with policy where staff and/or students’ demands conflict with the University.

  • Ability to communicate effectively in writing and verbally.

Preferred Qualifications (Knowledge, Skills, Abilities, Education, Experience, Certifications, Licensure)

  • Knowledge of University and SACL rules, policies, procedures and requirements.

  • Computer skills for development of spreadsheets.

  • Knowledge of current University financial processing/reporting system software, i.e. PeopleSoft, Summit Reporting systems and BuyWays Procurement system.

Physical Demands/Working Conditions

Typical office environment.

Work Schedule

Monday – Friday, 8:30am-5:00pm

Salary Information

Grade 13

Special Instructions to Applicants

Please complete online application, upload a cover letter, resume and submit contact information for three (3) professional references. Posting may remain open until the position is filled.

UMass Amherst is committed to a policy of equal opportunity without regard to race, color, religion, gender, gender identity or expression, age, sexual orientation, national origin, ancestry, disability, military status, or genetic information in employment, admission to and participation in academic programs, activities, and services, and the selection of vendors who provide services or products to the University. To fulfill that policy, UMass Amherst is further committed to a program of affirmative action to eliminate or mitigate artificial barriers and to increase opportunities for the recruitment and advancement of qualified minorities, women, persons with disabilities, and covered veterans. It is the policy of the UMass Amherst to comply with the applicable federal and state statutes, rules, and regulations concerning equal opportunity and affirmative action.

Advertised: Sep 22 2022 Eastern Daylight Time

Applications close:

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