Supply Management Services Clerk

1 month ago

Regina, Canada University of Regina Full time

Faculty/Department Financial Services Unit Supply Management Services Employee Group CUPE 5791 Collective Agreement Consideration Open with preference given to CUPE 5791 members(NON-RESEARCH). CUPE 5791 Job Family Operational Services Category Staff Number of Vacancies 1 Position Summary

Are you an organized and detail-oriented professional with strong communication skills, ready to provide administrative and clerical support to Supply Management Services while managing complex tasks, coordinating projects, and liaising with various stakeholders? Join us as our new **Supply Management Services Clerk**

Reporting to the Director, Supply Management Services, this position is responsible for providing administrative support for Supply Management Services (SMS). This position serves as the primary point of contact for internal and external stakeholders, often on complex and confidential issues. This position coordinates the provision of support services, and oversees and participates in the coordination, supervision, and completion of projects and events. This requires the incumbent to be able to effectively communicate with various stakeholders and provide technical and specialized information. This position provides guidance and assistance in managing the administrative activity of projects and processes and must make independent administrative decisions daily regarding conflicting situations and events. In addition, this position is required to serve on a variety of committees in a support role. Work is sensitive and confidential.

**What You’ll Do**:

- Provide consultation to potential University credit cardholders to direct them on which card will best meet their needs;
- Liaise with current University credit cardholders and University departments on an ongoing basis to ensure the proper authorization has been obtained and to update/maintain our records.
- Advise faculty and staff of the process for the buyback of equipment purchased with their Accountable Professional Expense Allowance (APEA); ensure that all the requirements are met to proceed with the purchase of the buyback by gathering information required to provide a Fair Market Value for the equipment.
- Responsible for managing monthly salvage auction of disposal of University assets including, but not limited to, awarding and invoicing salvage items, as well as communicating with departments and bidders to ensure the assets are managed and disposed of, etc.
- Manage the Administrative Monetary Penalty System including by reviewing documentation from vendors and the University’s customs broker to ensure the University has paid the correct taxes for all shipments coming from outside of Canada.
- Gather, update, and maintain information for all of the databases within Supply Management Services.
- Liaise with external vendors and process purchase orders for all requisitions entered into Banner and determine if the requisition/purchase order process is the correct vehicle for payment.
- Provide technical guidance to faculty and staff in various departments on campus with the Banner purchasing module.
- Manage and coordinate events that are sponsored by SMS.
- **Plus More**:Be ready to take on additional related tasks as assigned - your role is dynamic and essential to our success

Position Requirements

**What You’ll Bring to this Position**:

- Grade 12 supplemented by the successful completion of a recognized business course
- Minimum of five years’ progressively responsible experience preferably in a university environment.
- An equivalent combination of education, training, and experience may be considered.

**Skills That Will Ensure Your Success in the Role**:

- Demonstrated knowledge of and skill in the use of Microsoft Office (Word, Excel, Access, and Outlook 365) and complex databases such as Banner.
- Knowledge of the processes, policies, and insurance procedures, the University Credit Card Program.
- Experience in records management and tracking of information.
- Ability to deliver excellent customer service.
- Ability to create, compose, and edit written materials.
- Ability to communicate effectively, both verbally and in writing.
- Ability to understand and execute oral and written instructions.
- Ability to work independently with mínimal supervision.
- Knowledge of University policies and procedures.
- Knowledge of supplies, services, and equipment ordering and inventory control.
- Ability to make administrative and procedural decisions on sensitive and confidential issues.
- Demonstrated knowledge of generally accepted accounting principles, procedures, and processes.
- Ability to plan, develop, and coordinate multiple projects.
- Strong interpersonal skills to establish and maintain cooperative working relationships with staff, the general public, external consultants, contractors, and vendors.
- Ability to organize multiple tasks while maintaining accuracy and attention to detail and meet deadlines.
- Ability to identi

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