Job Description Form Manager - PDF

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					                                          FISK UNIVERSITY

                                         Job Description Form

____________________________________________________________________________________

Position Title:                       Purchasing and Accounts Payable Manager

Department:                           Business Office

Reports To:                           Comptroller

FLSA Designation:                     Exempt

Bargaining Unit Position:             N/A

Date Written/Revised:         September 7, 2010
____________________________________________________________________________________

POSITION SUMMARY

The Purchasing and Accounts Payable Manager directs and coordinates the procurement, warehousing,
inventory control and distribution of various products or other related university services. In addition,
responsibilities include management and accounting oversight of the University’s accounts payable,
purchasing and fixed assets functions. This position participates in the writing, review, awarding, and
negotiating of purchasing related contracts, plus the completion of complex purchasing projects and will
work closely with the University Legal Counsel in the review of formulation and/or of such documents.
This position also performs research on market trends, pricing, supply, and develops and screens
complex product specifications in order to make purchasing decisions, processes purchase order requests
and provides direction and guidance to management, staff, and vendors on policies, regulations, and
procedures. This position reports to the Comptroller.

ESSENTIAL FUNCTIONS

Responsibilities include but are not limited to the following:

       Manage the purchasing, accounts payable and fixed asset systems, including sequence of
       processes to optimize workflow;
       Develop and implement purchasing and inventory control procedures;
       Coordinate purchasing activities by University departments, and manage dollar authorization
       limits of departments;
       Review market, price, delivery conditions, and trends to determine present and future material
       availability, and direct purchasing program accordingly to include purchase of large or complex
       items.
       Maintain Fixed Asset system and ensure proper accounting for all new equipment and other
       additions and oversee monthly accounts payable and fixed asset reconciliations;
       Produce associated reports weekly, monthly or annually as requested by the Comptroller and/or
       VP for Finance & Administration;
       Monitor purchase order claims and contracts for conformance to University policy;
       Manage monthly inventory trends and discuss variations with appropriate staff members;
       Communicate with vendors when variations in delivery, quality, price, or conditions of sale
       occur;
       Oversee disposal of surplus material or scrap products;
       Continually monitors business practices and procedures and identifies areas of improvement and
       acts accordingly to implement improved practices;
       Other duties as assigned.

SECONDARY FUNCTIONS

In addition to performance of the essential functions, this position may be required to perform a
combination of the following supportive functions, with the percentage of time performing each function
to be solely determined by the manager based upon the particular requirements of the University:

       Cross train with other team members and establish and maintain a procedures manual for key
       processes in the business office;
       Assist other team members in completing monthly account reconciliations;
       Participate in team meetings including, brainstorming, process mapping, and status updates;
       Participate in other University teams and strategic initiatives to foster cross-collaboration and
       enhance communication within the different University Departments/Units;
       Assist external auditors in pulling supporting documents for transactions and other audit
       assistance as necessary.


ORGANIZATIONAL RESPONSIBILITY

The Accounts Payable Coordinator reports to the Purchasing and AP Manager

SPECIFIC JOB KNOWLEDGE, SKILLS AND ABILITIES

             Knowledge of SCT/Banner finance module with specific emphasis in the purchasing and
             fixed asset modules
             Advanced experience in Microsoft Excel is essential
             Exceptional organizational skills, especially related to document control
             Exceptional customer service and communication skills necessary

QUALIFICATIONS

Education:             Associate’s degree in Business Administration or related field from an accredited
                       college/university. Bachelor’s degree preferred.
Experience:            Minimum of three (3) years related experience and/or training in supervision,
                       purchasing and inventory of materials/supplies.

This job description is not an exclusive or exhaustive list of all job functions that an employee in this
position may be asked to perform from time to time.

				
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