Accounting Associate - UBA​/National Magnetic Field Laboratory

Job Title:

Accounting Associate - UBA / National High Magnetic Field Laboratory

Location:

Tallahassee, FL

Regular/Temporary:
Regular

Full/Part Time:
Full-Time

Job

Department:
University Business Administrators - National High Magnetic Field Laboratory

• Responsible for activities related to procurement within the National High Magnetic Field Laboratory (NHMFL).
• Analyzes purchasing requests and determines the best method of procurement and which supporting documents are required prior to purchase. Recommends vendor substitutions when necessary to NHMFL faculty and staff. Verifies proper category codes are used so that requisitioned goods and services to obtain internal University approvals. Compiles and analyzes procurement data and provides recommendations for decision making business processes.
• Process approved purchase requisitions received from users via the NHMFL Budget Management System (BMS). Performs procurement functions for assigned requests using the Spear Mart and OMNI systems. This includes ensuring reviewing material requests, identifying vendors, and reviewing requisitions for accuracy, quotes, and use of preferred vendors in compliance with University Policies, State and Federal Laws.
• Monitors, balances accounts, researches and resolves discrepancies. Tracks requisitions until PO is issued by FSU. Utilizes spreadsheets to actively monitor open POs and provide monthly updates on their status. Utilizes OMNI queries and reports to track payment on purchase orders. Responsible for year-end procurement procedures.
• Initiates purchases as p-card holder, works with the vendors to ensure the order is placed correctly and resolves issues. Provides receipts in a timely manner to the p-card proxy for weekly and monthly reconciliation. Resolve any questions related to invoices and supporting documentation. Assists as needed with p-card proxies for all NHMFL staff.
• Collaborates with NHMFL/UBA and Procurement Services to develop and maintain procurement policies and procedures that follow Federal, State, and University guidelines. Provides recommendations to improve Mag Lab procurement processes, policies, and compliance standards. Serves as a liaison with NHMFL users, University Procurement, other Universities, and government agencies as needed or required.
• Maintains high level of customer service and positive relationships with vendors, faculty, staff, and others. Promptly responds to phone and email inquiries from University personnel and vendors concerning procurement policy, best practices and resolving purchase order or requisition related issues. Provides procurement data to NHMFL departments and staff by researching and answering inquiries about procurement charges posted to ledgers, and shipping updates from vendors.
• Maintains BMS purchasing database vendor files. Coordinates vendor onboarding and communicates with vendors to provide guidance on creating and updating their Payment Works profiles, ensuring compliance with University requirements. Serves as a point of contact for troubleshooting vendor registration issues and collaborates with Procurement Services to resolve discrepancies promptly.

High School diploma or equivalency and four years appropriate experience or a combination of post high school education and experience equal to four years.

The ideal candidate should have previous purchasing experience in a State and/or University setting.

Certain service members and veterans, and the spouses and family members of such service members and veterans, receive preference and priority, and certain service members may be eligible to receive waivers for post secondary educational requirements, in employment by the state and its political subdivisions and are encouraged to apply for the positions being filled. Veterans' Preference applies to University Support Personnel System (USPS) positions only.

IMPORTANT:
To claim Veterans' Preference, select “yes” to the question on the application questionnaire and upload a DD-214 (or equivalent), the Veterans' Preference Certification form, and other documentation if applicable with…