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Job Details

PURCHASING AND SUPPLIES SPECIALIST

Salary
Salary is commensurate with ex

Location
Seattle, WA, United States

Posted on
Oct 14,2019

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Profile

Shift:
First Shift
As a UW employee, you have a unique opportunity to change lives on our campuses, in our state and around the world. UW employees offer their boundless energy, creative problem solving skills and dedication to build stronger minds and a healthier world.

UW faculty and staff also enjoy outstanding benefits, professional growth opportunities and unique resources in an environment noted for diversity, intellectual excitement, artistic pursuits and natural beauty. All of which has allowed the UW to be nationally recognized as a “Great College to Work For” for six consecutive years.

The UW Libraries is one of the largest and most innovative libraries in North America with extensive collections in print, electronic, and other formats. Providing services to three campuses, the UW Libraries also plays a significant leadership role regionally and throughout the profession. The UW Libraries is recognized for its excellent service, innovative learning and research spaces, collaborative approaches, extensive assessment efforts and diverse award-winning staff.

The Purchasing and Supplies Specialist will plan, coordinate, and implement all functions required for the operation and purchasing of supplies, equipment and services for the University of Washington Libraries (excluding the Health Sciences Libraries and UW Bothell and UW Tacoma Libraries).

Duties & Responsibilities
Develop cost estimates, expenditures, plan and project future program needs; develop budget requests and revisions for programs. Participate in opportunities for efficiency improvement for the Libraries. Review estimates, expenditures and progress reports and authorize budget requests and revisions; provide statistical data as a base for budget analysts for problem areas and take corrective action by resolving discrepancies as necessary.
Maintain and develop forms for requesting goods and services, handle payments using procurement cards, establish maintenance agreements, assist with purchases for non-stock items, purchase software/licenses, obtain sole source justification, oversee surplus recycling and pay independent contractors.
Work with UW Procurement Services, Accounts Payable, Capital Projects, Creative Communications, Equipment Inventory, Facilities, Managed Print Services, Surplus, and outside vendors, facilitating acquisition of products and services required by the Libraries, while meeting the requirements of these units. Attend supplier meetings and meetings with other campus departments as a department representative.
Interpret, advise, and implement the University purchasing policies and procedures relating to purchasing for the University Libraries. The Health Sciences Library, and the Tacoma and Bothell Libraries purchase their own items. Information is provided to administrators and department heads for the preparation of budget requests, financial status of programs and any areas of concern.
Develop and establish procedures to implement new programs and/or activities; formulate and develop new program policies and practices. Develop and manage internal control procedures to ensure compliance with university policy and procedures by providing information to the department intranet.
Approve proposed expenditures, requisitions, vouchers, etc. (in relation to units and working with UW and Libraries Financial Services). Ensure that proper receipts, documentation (including PCA codes are used), and approvals are collected and archived for compliance and audit retention.
Receive and distribute materials and equipment, checking for condition and quantity against shipping documents.
Understands and abides by the Libraries Personal Communication Responsibilities. Communicates appropriately, effectively and positively. Plays an active role in staying informed and participating in Libraries and unit meetings, activities and events.
Perform other responsibilities as required, including assisting Libraries Financial Services staff, as needed, during normal business hours.

Requirements
Bachelor's degree in Business Administration or related field.
Two to three years experience in Supplier management, sourcing, procurement, and inventory control experience.
Experience managing multiple projects concurrently under deadline pressure and changing priorities in a high volume setting including fiscal year and biennium close.
Demonstrated sound judgment in making decisions when there is no precedent/guideline; considering problems from all perspectives, and thoughtfully and responsibly consider all relevant impacts and implications before making a decision. Experience making effective and timely decisions, even when data are limited and without unnecessarily referring to others.
Experience following established guidelines and policies when making decisions.
Strong written, verbal, and interpersonal communication skills with ability to work effectively with Libraries staff and campus purchasing departments.
Excellent accounting, computational and computer experience with programs such as Microsoft Excel, Access and Adobe Acrobat (forms, PDF & scanning).
Supervisory experience.
Demonstrated ability to work independently with exceptional organizational, planning, time management skills, initiative and attention to detail.

Desired
Familiarity and understanding of University of Washington purchasing policies and procedures.
Experience working with University of Washington Administrative Systems including My Financial Desktop, eProcurement (ARIBA), and Visa Procurement Card.
Ability to work both independently and collaboratively, with a diverse group of people with tact, diplomacy, discretion and sensitivity.

Benefits
As a UW employee, you will enjoy generous benefits and work/life programs. For detailed information on Benefits for this position, click here.
Application Process:
The application process for UW positions may include completion of a variety of online assessments to obtain additional information that will be used in the evaluation process. These assessments may include Workforce Authorization, Cover Letter and/or others. Any assessments that you need to complete will appear on your screen as soon as you select “Apply to this position”. Once you begin an assessment, it must be completed at that time; if you do not complete the assessment you will be prompted to do so the next time you access your “My Jobs” page. If you select to take it later, it will appear on your My Jobs page to take when you are ready.

Please note that your application will not be reviewed, and you will not be considered for this position until all required assessments have been completed
Committed to attracting and retaining a diverse staff, the University of Washington will honor your experiences, perspectives and unique identity. Together, our community strives to create and maintain working and learning environments that are inclusive, equitable and welcoming.
The University of Washington is a leader in environmental stewardship & sustainability
, and committed to becoming climate neutral.
The University of Washington is an equal opportunity, affirmative action employer.
To request disability accommodation in the application process, ****-543-6452 (tty) or ****

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