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Expense and Procurement Specialist
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Position Number: 5633375
Location: Boulder, CO
Position Type: Business and Financial Management

Expense and Procurement Specialist

Requisition Number: 59233
Location: Boulder Colorado
Employment Type: University Staff
Schedule: Full Time
Posting Close Date: 29-Sep-2024
Date Posted:

Job Summary

The CU Boulder Office of Advancement encourages applications for an Expense and Procurement Specialist! This position will provide procurement, accounting and fiscal management support for the CU Boulder Advancement division and the Director of Budget and Finance for Advancement. Responsibilities will include processing expense reports and reimbursements for travel card and procurement card transactions, purchasing goods and services at the request of Advancement units, by applying standard purchasing techniques and principles as established under the University of Colorado purchasing rules and regulations, and additional accounting duties as assigned.

The University of Colorado Boulder is committed to building a culturally diverse community of faculty, staff, and students dedicated to contributing to an inclusive campus environment. We are an Equal Opportunity employer, including veterans and individuals with disabilities.

Who We Are

CU Boulder Advancement is committed to a culture of joy, motivated by collaboration, passionate about excellence and driven by impact. These four values define the culture and drive engagement and fundraising success. The division consciously allocates time and resources to diversity, equity, and inclusion. These efforts contribute directly to the division's core values and to advancing CU Boulder's mission through impactful fundraising and engagement results. As a team and as individuals, the Advancement Division commits to learning about and complicated systems, policies, and practices that enable oppressive ideologies to recur in the CU Boulder community. Embracing the responsibility to lead and model helps promote the desired culture while supporting internal and external constituents. Accountability for the division's dedication to these values is established through specific individual and team goals that evaluate progress and growth.

What Your Key Responsibilities Will Be

Expense Reporting

Aid any new staff joining Advancement division with expense report preparation. This may include training, assistance and review of expense reports.
Facilitate the expense reimbursement process for assigned units and staff members; Instruct unit employees on proper protocol for business travel and acceptable procurement card purchases; Gather itemized receipts and other necessary documentation, as required by university procurement policy, to process the expense report.
Research issues, clarify and communicate appropriate fiscal policy.
Ensure compliance with all federal, state, and university travel and business expense policies including the State Travel Guidelines, Propriety of Expenditures, Sensitive Expenditures, Official Functions, and project specific rules.
Determine when to advance requests for reimbursement of questionable expenses; Identify and investigate issues associated with lost/incomplete receipts, cardholder use violations and vendor disputes.
Prepare expense reports or reimbursements, as appropriate, and allocate charges to appropriate speed type to ensure timely reimbursement of expenses.
Stay up to date on University of Colorado procurement rules and procedures as established by the Procurement Service Center.

Procurement and Accounts Payable

Process invoice payments that come into advancementfinance@colorado.edu email in-box.
Create SPO or PO requisitions in advance of final invoice when purchase is over $9999.99.
Request new vendor set up, as needed.
Assist with bid process documents when a purchase is above the Procurement threshold.
Assist with contract signatures when PO is not required using the Small Dollar Contract request.
Route Official Function forms for necessary signatures in advance of event when not paying by university credit card.
Maintain records of purchases in accordance with policies and procedures established by the Procurement Service Center; Maintain and update Advancement Finance Procurement spreadsheet.

IT Equipment Coordinator

Monitor advancementfinance@colorado.edu email box for tech requests for new and existing employees.
Verify availability of equipment for Work From Home kits.
Maintain IT Tracking Log.

Fiscal Management & Accounting

Create journal entries, as requested by Director of Budget & Finance.
Help with month end/fiscal year end close duties, as needed.
Work with staff to obtain information, investigate and resolve problems.

What You Should Know

This position has the ability to work a hybrid schedule with some days on campus and some days remote.

What We Can Offer

The salary for this position is $48,396 - $56,148 annually. Relocation assistance may be available within Advancement Guidelines.

Benefits

The University of Colorado offers excellent benefits, including medical, dental, retirement, paid time off, tuition benefit and ECO Pass. The University of Colorado Boulder is one of the largest employers in Boulder County and offers an inspiring higher education environment. Learn more about the University of Colorado Boulder.

Be Statements

Be resourceful. Be supportive. Be Boulder.

What We Require

3+ years of professional, job related experience or equivalent combination of education and experience may substitute.

What You Will Need

Strong attention to detail.
Excellent verbal and written communication skills.
Strong interpersonal and customer service skills.
Motivated, proactive, and self-starting.
Problem solving skills.
Strong time management and organizational skills.
Ability to follow policies and guidelines.
Proficiency with Microsoft Office suite.

Special Instructions

To apply, please submit the following materials:

A current resume.
A cover letter that specifically tells us how your background and experience align with the requirements, qualifications, and responsibilities of the position.

We may request references at a later time.

Please apply by September 29, 2024 for consideration.
Note: Application materials will not be accepted via email. For consideration, please apply through CU Boulder Jobs.

In compliance with the Colorado Job Application Fairness Act, in any materials you submit, you may redact or remove age-identifying information such as age, date of birth, or dates of school attendance or graduation. You will not be penalized for redacting or removing this information.

To apply, visit https://jobs.colorado.edu/jobs/JobDetail/Expense-and-Procurement-Specialist/59233