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Procurement & AP Specialist (Administrative Analyst/Specialist, Exempt I) - Housing, Dining & Conference Services

Position Number: 4150183
Location: San Francisco, CA
Position Type: Business and Financial Management

Procurement & AP Specialist (Administrative Analyst/Specialist, Exempt I) - Housing, Dining & Conference Services

Job No: 526946
Work Type: Staff
Location: San Francisco
Categories: Unit 9 - CSUEU - Technical Support Services, Administrative, Probationary, Full Time, Telecommute eligible (work onsite as scheduled and/or as requested and telecommute as scheduled)

Working Title

Procurement & AP Specialist

SF State University

San Francisco State is an Equal Opportunity Employer and does not discriminate against persons on the basis of race, religion, color, ancestry, age, disability, genetic information, gender, gender identity, gender expression, marital status, medical condition, National origin, sex, sexual orientation, covered veteran status, or any other protected status. Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose by contacting the Senior Human Resources Manager.

Applicants may visit titleix.sfsu.edu for more information on SF State's policy prohibiting discrimination, and how to file an online report using the procedures under Executive Order 1096 Revised. Inquiries can be directed to the campus Title IX Coordinator and Discrimination, Harassment, and Retaliation Administrator by calling (415) 338-2032 or emailing vpsaem@sfsu.edu.

San Francisco State is a 100% Smoke/Vapor-Free Campus. Smoking or Vaping of any tobacco/plant-based substance is not permitted on any University properties.

The person holding this position may be considered a "mandated reporter" under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment.

This position may be a "designated position" in the California State University's Conflict of Interest Code. The successful candidate accepting this position may be required to file Conflict of Interest forms subject to the regulations of the Fair Political Practices Commission.

Department

Housing, Dining & Conference Services (HDCS)

Appointment Type

This is a one-year probationary position.

Time Base

Full-Time (1.0 FTE)

Work Schedule

Monday through Friday; 8:00 AM - 5:00 PM

Anticipated Hiring Range

$4,834.00 - $5,167.00 Per Month ($58,000.00 - $62,000.00 Annually)

Salary is commensurate with experience.

Position Summary

Under general direction of Financial Analyst and Director of Financial Services, the Procurement and AP Administrative Specialist is responsible for administration of HDCS agreements. The position acts as a primary liaison between HDCS and University vendors. An incumbent in the position prepares requisitions, facilitates and tracks purchase orders (POs) and maintains accurate financial records. The position acts as a division's main AP contact, processes invoices for payment, and maintains records of issued vendor payments. Other duties as assigned.

Position Information

Procurement Transactions

Review contracts and related documents, analyze vendors' proposals and rates, and recommend follow up actions;
Assist in a new vendor setup process, obtain certificates of insurance and other information, inform vendors regarding University's policies and procedures;
Process new requisitions for approval, enter requisitions into PeopleSoft purchasing module for PO creation;
Match POs with invoices, identify problem areas and errors, resolve discrepancies before processing documents and invoices for PO issuance and payments;
Monitor HDCS contracts and coordinating POs; monitor POs balances, assist with identifying when a PO needs to be closed or increased;
Manage vendor relationships and relationships with the University's Procurement, AP and Trust Funds Accounting departments.

Accounts Payable Duties

Process invoices for payment, prepare memos and related documentation to accompany invoices;
Maintain vendors' accounts records and identify outstanding invoices, prepare AP aging reports;
Respond to requests for information regarding payment status, account balances, etc.;
Assist with the external AP audit-related requests for documentation.

Administrative Duties

Follow Procurement department in procedural updates, and attend various trainings offered by procurement;
Retrieve information from OnBase, the University AP database;
Trains the division community on procurement and AP processes;
Assist with students move in and move out processes;

Other duties as assigned

Minimum Qualifications

Entry to this classification requires general knowledge and skills in the applicable administrative and/or program field with a foundational knowledge of public administration principles, practices, and methods. This foundation would normally be obtained through a bachelor's degree and/or equivalent training and administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs.

Working knowledge of and ability to apply standard theories, principles, practices, and techniques applicable
to the program and/or administrative specialty to develop conclusions and make recommendations.
Thorough knowledge of policies, procedures, and outside regulations pertaining to the applicable program
and/or administrative specialty.
Working knowledge of operational and fiscal analysis and techniques.
Ability to take initiative and independently plan, organize, coordinate, and perform work in various situations
where numerous and diverse demands are involved.
Skill in the research, development and evaluation of policies and programs, including skill in the collection,
evaluation, and interpretation of data to develop sound conclusions and make appropriate recommendations.
Expertise in investigating and analyzing problems with a broad administrative impact and implications. Ability
to anticipate problems and address them proactively.
Demonstrated ability to effectively interpret, organize, and present information and ideas in written or presentation form.
Ability to train others on new skills and procedures and provide lead work direction.

Preferred Qualifications

Bachelor's degree in Accounting or Business Administration.
Four (4) years of experience in administrative support with accounts payable and procurement functions.
Ability to project a professional image of the Housing, Dining and Conference Services.
Experience using MS Office software and ERPs; working knowledge of PeopleSoft.
Strong organizational and prioritization skills; excellent analytical skills.
Ability to meet strict deadlines and work under pressure, detail-oriented.
Effective oral, written and non-verbal communication skills

Environmental/Physical/Special

This position may be required to work nights and/or weekends.

Pre-Employment Requirements

This position requires the successful completion of a background check.

Eligibility to Work

Applicants must be able to provide proof of US Citizenship or authorization to work in the United States, within three business days from their date of hire.

Benefits

Threaded through our Total Compensation package is a commitment to Bridging Life's Transitions. SF State is committed to providing our employees with a comprehensive program that rewards efforts that are appreciated by your colleagues, students and the customers we serve.

We offer a competitive compensation package that includes Medical, Dental, Vision, Pension, 401k, Healthcare Savings Account, Life Insurance, Disability Insurance, Vacation and Sick Leave as well as State Holidays and a dynamic Fee Waiver program, all geared towards the University's commitment to attract, motivate and retain our employee.

Employment Requirement

CSU strongly encourages faculty, staff, and students who are accessing campus facilities to be immunized against COVID-19 or declare a medical or religious exemption from doing so. Any candidates advanced in a currently open search process are encouraged to comply with this requirement. The systemwide policy can be found at https://calstate.policystat.com/policy/9779821/latest/ and questions may be sent to hr@campus.edu.

CSUEU Position (For CSUEU Positions Only)

Eligible and qualified on-campus applicants, currently in bargaining units 2, 5, 7, and 9 are given hiring preference.

Additional Information

SF STATE IS NOT A SPONSORING AGENCY FOR STAFF OR MANAGEMENT POSITIONS. (i.e. H1-B VISAS).

Thank you for your interest in employment with California State University (CSU). CSU is a state entity whose business operations reside within the State of California. Because of this, CSU prohibits hiring employees to perform CSU-related work outside of California with very limited exception. While this position may be eligible for occasional telework, all work is expected to be performed in the state of California, and this position is assigned to on-campus operations.

The Human Resources office is open Mondays through Fridays from 8 a.m. to 5 p.m., and can be reached at (415) 338-1872.

Please note that this position, position requirements, application deadline and/or any other component of this position is subject to change or cancellation at any time.

To apply, visit https://careers.pageuppeople.com/873/sf/en-us/job/526946/procurement-ap-specialist-administrative-analystspecialist-exempt-i-housing-dining-conference-services