Supervisor, Procurement Systems and Operations
Columbia University - New York, NY

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1411- PRC Procurement Svcs



Job Type

Officer Full-Time Regular

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Finance / Accounting

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Advertised Summary Job Description

Summary Reporting to the Director of Accounts Payable, with a secondary reporting relationship to the Executive Director of Purchasing Operations, the Supervisor of Procurement Systems and Operations is responsible for administering a regular set of transactions in the Procurement modules of the University's Finance system; for conducting a set of reconciliation protocols for the Procurement modules of the University's Finance system and other integrating systems. Additionally, the Supervisor is responsible for supervising two collective bargaining unit employees with primary responsibility for daily AP Payment Operations tasks in addition to other responsibilities; and for ensuring the completion and resolution of various operational tasks and customer service issues within AP Payment Operations. Responsibilities Administration of transactions in Procurement Modules of Finance System The Supervisor will have direct responsibility for completing transactions in the University' Finance system (ARC). Specifically, the Supervisor will have responsibility for processing requests from ARC users for additional University Bill To/Ship To addresses for use in ARC transactions; for processing requests from University staff to set up accounts for use in the University's integrated web-based ordering portal for office supplies. The Supervisor will be required to use both knowledge to authentic and validate requests as non-duplicate and allowable. Administration of System Reconciliation Protocols The Supervisor will conduct, on a daily and monthly basis, a series of reconciliation protocols to ensure effective, correct, timely and complete functioning of various modules within ARC and with key Procurement systems that integrate with ARC. Specifically, reconciliation of the Electronic Document Management (EDM) system that integrated with the Purchasing modules; reconciliation of the Accounts Payable modules to the General Ledger; reconciliation of ACH (direct deposit) and wire transfer transactions to appropriate cash and accounting systems; reconciliation of check voids and stop payments to bank records. Supervision of Staff Conducting AP Payment Operations Tasks The Supervisor will supervise staff who are responsible for daily tasks regarding checks generated by the University that are designated for special handling; specifically, checks that have been designated for pick up, instead of mailing, and checks that require enclosure documents prior to mailing. The Supervisor is responsible for translating directions and requirement provided by senior leadership into protocols and ensuring the protocols are carried out. The Supervisor will recommend and update processes, based on experience and input. Supervisor will be responsible for providing any necessary guidance and training on procedures while ensuring maintenance of service levels and adherence to established controls for check custody. Supervisor will also be responsible for tracking checks that remain in custody of Accounts Payable and their ultimate disposition. Supervisor will be responsible for ensuring coverage and serve as back-up to staff as necessary. Administration of Operational and Customer Service Tasks Within AP Payment Operations Supervisor will be responsible for key operational tasks within APPO, including preparation of checks that are sent to the University for deposit; tracking and ordering of check stock; disposition of checks returned to the University as undeliverable by the U.S. Postal Service. Supervisor will also be responsible for resolving, or facilitating the resolution of, customer service requests and complaints related to special check handling, direct deposit and wire transfers.

Minimum Qualifications for Grade Applicant MUST meet these minimum qualifications to be considered an applicant

Bachelor's degree in accounting, finance or related field and at least five years of related experience--such as in accounts payable or treasury-- required, including experience with financial system reconciliation.

Additional Position-Specific Minimum Qualifications Applicant MUST meet these minimum qualifications to be considered an applicant

Supervisory experience required, preferably with some experience in a collective bargaining environment.Must demonstrate the ability to handle multiple tasks, and the ability to handle both service level and control/compliance requirements. Must have a strong customer service orientation and the ability to successfully to interact across various levels of the organization. Must be able to effectively handle confidential information. Must be detailed oriented, accurate and have demonstrated analytical skills. Must be proficient in Microsoft Office.

Preferred Qualifications

Familiarity with PeopleSoft/Oracle or other ERP systems preferred.

Special Instructions

Special Indications This position works with:
HIPAA Compliance training required

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Participation in Medical Surveillance required

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Columbia University is an Equal Opportunity/Affirmative Action employer.

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