Colorado State University
Location
Fort Collins, CO | United States
Job description
Position Location
Fort Collins, CO 80523
Work Location
Position qualifies for hybrid/in-office work
Type of Position
Full-time
Classification Title
Program Assistant I
Posting Number
202400021P
Position Type
State Classified
Open Date
03/06/2024
Close Date
03/21/2024
Salary
$4,235 - $4417 monthly
Employee Benefits
Colorado State University is not just a workplace; it’s a thriving community that’s transforming lives and improving the human condition through world-class teaching, research, and service. With a robust benefits package, collaborative atmosphere, commitment to diversity, equity and inclusion , and focus on work-life balance, CSU is where you can thrive, grow, and make a lasting impact.
State Classified Hourly
No
Overtime Eligible
Description of Work Unit
The Office of Procurement Services provides leadership to Colorado State University in the procurement of goods and services by combining sound business controls with efficient and timely service. Procurement Services assists University customers in obtaining the best value for every dollar while complying with applicable University, state and federal rules and regulations. Procurement Services includes general procurement, strategic sourcing, Kuali Shop Catalogs, Procurement Card (PCard), and the University’s Supplier Inclusion Program.
This position provides general administrative support in assisting sourcing and procurement specialists, vendors, and campus. This includes assisting with Procurement/PCard administrative functions, assisting the Director with standard budget reports and completing departmental purchases within the boundaries set forth by the Director.
Position Summary
The Procurement Coordinator is responsible for supporting procurement operations by assisting the office in buying the necessary goods and services to support the University. The responsibilities of the position require access to university financial information in the Kuali Financial System (KFS) to change/modify purchase order data, issue purchase orders, handle sensitive and confidential credit card data through program documents/forms, and create high level financial reports for use by Procurement Services staff, Internal Auditing, Colorado Open Records Act (CORA) requests, and Federal Agencies. Position will have regular contact with vendors and campus community by phone, fax, and email, or in person. Will conduct internal and external meetings in partnership with sourcing and procurement specialists – some meeting scheduling will be required as well, will assist Procurement Services’ mission through customer service, an understanding of the procurement process to provide accurate guidance to customers, procedural knowledge of Kuali, and outreach to campus and vendor community.
Position handles and inputs all employees’ sensitive/ confidential information into the HR Oracle system and all business travel for the department through the travel systems.
This is a fully remote position that will require occasional visits to campus. The University will not reimburse for travel expenses to visit campus.
Minimum Qualifications
To be considered for this position, candidates must demonstrate in the application materials:
Four years of experience in an occupational field related to the work assigned to the position such as a procurement assistant, office manager or a customer service-related role .
Substitutions
The following may substitute for the minimum qualifications of this position:
Bachelors degree or university coursework may substitute for the required experience on a year for year basis.
Preferred Qualifications
The highly desired candidate will possess the following knowledge, skills, abilities, personal characteristics, and experience directly related and critical to this position:
Essential Job Duties
Job Duty Category
Administrative
Duty/Responsibility
Responsible for supporting procurement operations by assisting the office in buying the necessary goods and services to support the University’s mission.Assists the Director in a variety of department oversight and compliance activities such as; performing leave entry into Oracle, department surplus property disposition, and cash and check deposits in KFS. Responsible for entry of all business travel for the department through the Travel System. Creates high level financial reports for use by Procurement Services, Internal Auditing, Colorado Open Record Act requests, and Federal agencies. Position has regular contact with vendors and campus departments by phone, fax, email or in person.This position acts as the primary HR Oracle Liaison for Procurement Services and handles all employee sensitive/confidential information for entry into the HR/Oracle system. Ensures confidentially of information. Supports Procurement Services by providing necessary HR support including Oracle, sick and annual leave tracking, and associated paperwork with position creation/upgrades/terminations/new hires. Key Manager Delegation from Facilities Management for Procurement Services. Other duties and projects as assigned by the Director.
Percentage Of Time
30
Job Duty Category
Procurement
Duty/Responsibility
This position is the liaison between Procurement Services and internal/ external constituents serving as the main point of contact. Provides optimal customer service during business hours. Manages incoming inquiries and directs inquiries as appropriate. Supports and assists vendors on basic and advanced procurement processes via phone and email. Supports and assists campus departments with Kuali document and routing questions and procurement process questions. Position has contact with vendors to update or modify forms to meet university requirements. Position issues purchase orders up to $50,000 for non-contracted suppliers and at any dollar amount for contracted suppliers. Position coordinates the process for unauthorized purchases. Monitors and resolves issues sent to the Procurement Services Help Desk email and voicemail boxes. Responsible for accurately logging and reportinging Federal Funding Accountability and Transparency Act (FFATA) requisitions and maintaining that data on a daily basis. The responsibilities of the position require access to university financial information in Kuali to change/modify purchase order information, handle sensitive and confidential credit card data. Will further Procurement Services’ mission through customer service, an advanced understanding of the procurement process, procedural knowledge of KFS, and outreach to campus and vendor community.
Percentage Of Time
50
Job Duty Category
Procurement Reporting
Duty/Responsibility
Extract production reports from Kuali, Vista Plus or other University reporting system for purchase order spend, disbursement voucher spend and PCard spend; from JPMorgan Chase bank software for PCard spend; from Oracle for HR data; and small business data from the programs above for use by Procurement Services, Internal Auditing, Colorado Open Records Act (CORA) requests, and federal agencies. Extract and deliver monthly department budget reports to the Director. Information provided in reports may contain sensitive information. Permissions for Procurement reporting software is limited to Procurement Services team members.
Percentage Of Time
10
Job Duty Category
Procurement Card (Backup)
Duty/Responsibility
Provide backup support to the PCard program which consists of 2,700 Cardholders, 400 Approving Officials, and 300 Reallocators by accepting program forms, verifying accuracy of completed program forms, processing forms with issuing bank and recording information to PCard databases and the Kuali. Position communicates with PCard Administrator regarding any errors discovered during the set-up process. Position has access to confidential and secure bank software that allows modification of cardholder spend limits and bank information. Modifies Kuali databases to include cardholder information and create reallocator group workflow of PCard transactions. Ensures cardholder and reallocator group information is accurate to allow financial approval in routing of electronic documents in Kuali. Issue cards to cardholder and guides cardholders to the appropriate resources concerning proper card use. Receives phone calls and emails via help desk and assists Program Administrator in resolution of issues from campus users. Position provides bank reports using secure methods in order to comply with University PCI compliance policies. Position assists with preparation of reports used in the auditing of financial transactions for PCard. Permissions for the above stated duties are limited to three (3) individuals in. Procurement Services, under the University PCI compliance policy, which include the Director, PCard Program Administrator, and this position.
Percentage Of Time
10
Application Details
Special Instructions to Applicants
APPLICATION INSTRUCTIONS AND INFORMATION
INCOMPLETE APPLICATIONS
RESUMES
NOTES
EQUITY , DIVERSITY , AND INCLUSION AT COLORADO STATE UNIVERSITY
The State of Colorado believes that equity, diversity, and inclusion drive our success, and we encourage candidates from all identities, backgrounds, and abilities to apply. The State of Colorado is an equal opportunity employer committed to building inclusive, innovative work environments with employees who reflect our communities and enthusiastically serve them. Therefore, in all aspects of the employment process, we provide employment opportunities to all qualified applicants without regard to race, color, religion, sex, disability, age, sexual orientation, gender identity or expression, pregnancy, medical condition related to pregnancy, creed, ancestry, national origin, marital status, genetic information, or military status (with preference given to military veterans), or any other protected status in accordance with applicable law.
Colorado State University is committed to the full inclusion of all qualified individuals. As part of this commitment, our agency will assist individuals who have a disability with any reasonable accommodation requests related to employment, including completing the application process, interviewing, completing any pre-employment testing, participating in the employee selection process, and/or to perform essential job functions where the requested accommodation does not impose an undue hardship. If you have a disability and require a reasonable accommodation to ensure you have a positive experience applying or interviewing for this position, please direct your inquiries to our Human Resources – Employment Office, at [email protected] or call (970) 491- MyHR(6947).
DEPARTMENT CONTACT INFORMATION
Conditions of Employment
Pre-employment Criminal Background Check (required for new hires)
EEO Statement
Colorado State University is committed to providing an environment that is free from discrimination and harassment based on race, age, creed, color, religion, national origin or ancestry, sex, gender, disability, veteran status, genetic information, sexual orientation, gender identity/expression, or pregnancy in its employment, programs, services and activities, and admissions, and, in certain circumstances, marriage to a co-worker. The University will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. Colorado State University is an equal opportunity and equal access institution and affirmative action employer fully committed to achieving a diverse workforce and complies with all Federal and Colorado State laws, regulations, and executive orders regarding non-discrimination and affirmative action. The Office of Equal Opportunity is located in 101 Student Services.
The Title IX Coordinator is the Director of the Office of Title IX Programs and Gender Equity, 123 Student Services Building, Fort Collins, CO 80523-0160, (970) 491-1715, [email protected] .
The Section 504 and ADA Coordinator is the Director of the Office of Equal Opportunity, 101 Student Services Building, Fort Collins, CO 80523-0160, (970) 491-5836, [email protected] .
The Coordinator for any other forms of misconduct prohibited by the University’s Policy on Discrimination and Harassment is the Vice President for Equity, Equal Opportunity and Title IX, 101 Student Services Building, Fort Collins, Co. 80523-0160, (970) 491-5836, [email protected] .
Any person may report sex discrimination under Title IX to the Office of Civil Rights, Department of Education .
Background Check Policy Statement
Colorado State University strives to provide a safe study, work, and living environment for its faculty, staff, volunteers and students. To support this environment and comply with applicable laws and regulations, CSU conducts background checks for the finalist before a final offer. The type of background check conducted varies by position and can include, but is not limited to, criminal history, sex offender registry, motor vehicle history, financial history, and/or education verification. Background checks will also be conducted when required by law or contract and when, in the discretion of the University, it is reasonable and prudent to do so.
Employment and Appeal Rights
If you receive notice that you have been eliminated from consideration for the position, you may protest the action by filing an appeal with the State Personnel Board/State Personnel Director within 10 days from the date you receive notice of the elimination. Also, if you wish to challenge the selection and comparative analysis process, you may file an appeal with the State Personnel Board/State Personnel Director within 10 days from the receipt of notice or knowledge of the action you are challenging.
Refer to Chapters 4 and 8 of the State Personnel Board Rules and Personnel Director’s Administrative Procedures, 4 CCR 801, for more information about the appeals process. The State Personnel Board Rules and Personnel Director’s Administrative Procedures are available at .
A standard appeal form is available at: . If you appeal, your appeal must be submitted in writing on the official appeal form, signed by you or your representative, and received at the following address within 10 days of your receipt of notice or knowledge of the action: Colorado State Personnel Board/State Personnel Director, Attn: Appeals Processing, 1525 Sherman Street, 4th Floor, Denver, CO 80203. Fax: 303-866-5038. Phone: 303-866-3300. The ten-day deadline and these appeal procedures also apply to all charges of discrimination.
Job tags
Salary
