Purchasing Coordinator

4 weeks ago

Kingston, Canada Queen's University Full time

Purchasing Coordinator

About Queen's University

Queen’s University is the Canadian research intensive university with a transformative student learning experience. Here the employment experience is as diverse as it is interesting. We have opportunities in multiple areas of globally recognized research, faculty administration, engineering & construction, athletics & recreation, power generation, corporate shared services, and many more.

Come work with us

Job Summary

Reporting to the Manager, Finance, the incumbent is responsible for the daily coordination, communication, document preparation and tracking related to Athletics and Recreation (A&R) purchases ensuring compliance with all Queen's University and A&R purchasing policies (including the Universities Strategic Procurement policies, A&R visual identity guidelines, etc.).

The incumbent provides support to departmental staff in their purchasing decisions; identifying potential vendors, requesting competitive quotes and completing appropriate submissions for expense approval by the appropriate supervisor.

This position completes accounting and bookkeeping activities such as journal entries, payroll entry, expense claim auditing, HST rebates, invoicing, requisitions, and collections. This position tracks and audits all department's financial transactions and generates reports. This position also tracks, maintains, and monitors assets, inventory, and equipment lifecycles.

**Job Description**:

Processes financial transactions and records them in department operating accounts.
- Performs bookkeeping procedures such as journal entries, payroll entry, expense claim auditing, HST rebates, invoicing, requisitions, and collections.
- Provides input into the review, development and implementation of administrative and financial policy, procedures, and guidelines.
- Liaises with department staff on payroll requirements and data entry.
- Coordinates the department’s purchasing transactions, reviews purchase requests, identifies vendors, requests quote, evaluates and makes recommendations on quotes, completes purchases requisitions for approval, places purchases orders, tracks orders, and verifies receipt of goods.
- Maintains vendor lists, purchasing files and contracts to ensure compliance with university policies and procedures.
- Tracks, maintains, and monitors assets, inventory, and equipment lifecycles.
- Performs collection activities such as regular monthly billings, delinquent account follow-up, late payments, and overage charges.

Required Education
Three-year Community College Diploma or Three-Year Bachelor Degree, or equivalent.

Required Experience
More than 2 years and up to and including 3 years of experience.
Consideration may be given to an equivalent combination of education and experience.

Job Knowledge and Requirements
Knowledge and insight of practical methods, techniques, and work processes that is typically acquired through a combination of technical training and/or substantial work experience.
- Provide information to others that requires technical or administrative explanation or interpretation.
- Attempts to resolve a difficult or challenging interpersonal situation, or overcome resistance to gain.
- Adapt messages to meet the needs of the intended audience.
- Manage own work and may train and review the work of casual employees, work study students, and/or volunteers, to see commitments through to completion.
- Participate in project team meetings and is involved in developing individual and team project plans.
- Identify new problems and seeks information and input to fully understand the cause.
- Identify opportunities to improve the effectiveness and efficiency of work processes.
- Break down concrete issues into parts and synthesizes information succinctly.
- Respect diversity and promotes inclusion in the workplace.
- Awareness of relevant legislation, including Employment Equity, Human Rights legislation, Treaties, sexual violence legislation and the Accessibility for Ontarians with Disabilities Act and its regulations.

Employment Equity and Accessibility Statement

**Skills**

**Reference**
- 310864

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