Procurement Specialist

Position summary

The Procurement Specialist coordinates Beloit College's purchasing, accounts payable, and College credit card programs and administers the systems used for these functions. Reporting to the Controller, the position helps departments obtain goods and services efficiently, ensures timely and accurate payments, maintains reliable vendor and card records, and supports compliance with College policies and funding restrictions. The specialist combines careful transaction processing with practical training and responsive service to faculty, staff, and vendors.

Essential responsibilities

Accounts payable

Manage the accounts payable workflow from invoice receipt and coding through approval, payment preparation, reconciliation, and record retention.

Review invoices, expense reimbursements, and supporting documentation for accuracy, proper

authorization, account and fund coding, duplicate payments, and applicable restrictions; resolve

exceptions with departments and vendors.

Maintain vendor records and tax documentation; support required information reporting and payment controls in coordination with the Controller.

Monitor open invoices, payment terms, aging, and month-end accruals; reconcile accounts payable activity to the general ledger and prepare audit support.

Procurement

Coordinate requisitions, purchase orders, vendor onboarding, sourcing documentation, and receiving or invoice matching under College policy and delegated approval limits.

Guide departments on purchasing methods, competitive quotes, preferred vendors, budget checks, documentation, and purchasing with grant or donor-restricted funds.

Maintain procurement records and help track supplier performance, renewals, and opportunities to improve value and service; route agreements to the appropriate contract review and signing authorities.

Identify potential conflicts of interest, unusual transactions, or policy exceptions and escalate them to the Controller.

College credit card program

Administer issuance, changes, suspensions, and closure of College cards under approved authorization; maintain cardholder agreements and limits.

Monitor transactions, receipts, coding, approvals, reconciliation, and timely submission of statements; follow up on missing support and exceptions.

Train cardholders and approvers on permitted use, documentation, security, and dispute procedures; coordinate fraud alerts and disputed charges with the card issuer and Controller.

Prepare card activity reports and recommend control or policy improvements based on recurring issues.

Systems administration and service

Serve as the functional administrator for purchasing, payables, expense, and card management systems, including workflow configuration, user setup and access changes under approved controls, data maintenance, and routine troubleshooting.

Coordinate system updates, testing, integrations, vendor support, and user training with technology partners and the Controller; document procedures and change approvals.

Maintain dashboards or reports for cycle times, outstanding approvals, card compliance, spending, and vendor activity; safeguard sensitive financial and personal data.

Respond to campus and vendor questions promptly and explain procedures clearly while preserving segregation of duties and approval requirements.

Knowledge, Skills & Abilities

Knowledge of accounts payable, purchasing workflows, vendor onboarding, expense reimbursement, and commercial credit card administration.

Skill in invoice review, account and fund coding, reconciliation, payment documentation, and identifying duplicate or unusual transactions.

Ability to administer financial system workflows and approved user access, test changes, and coordinate technical issues with technology staff and vendors.

Ability to apply procurement and restricted funding requirements, recognize exceptions, and preserve segregation of duties.

Skill in training users, resolving vendor concerns, organizing transaction volume, and communicating purchasing requirements clearly.

Position Scope

The Procurement Specialist manages the operational workflows for purchasing, accounts payable, and College credit cards and serves as functional administrator of the systems supporting these activities. The position coordinates with departments, vendors, cardholders, technology staff, and contract owners. Actions are taken within approved access and delegated authority; budget approval, contract execution, payment release, and policy exceptions remain with authorized College personnel.

Position Impact

This position influences the accuracy and timeliness of vendor payments, the value obtained from College purchases, and protection against unauthorized spending or payment errors. Reliable systems and practical user guidance help faculty and staff obtain needed goods and services while maintaining financial controls and accountable use of funds.

Success in the Position

Invoices and reimbursements are processed accurately and within approved payment schedules, with exceptions tracked to resolution.

Vendor records and required documentation are complete and maintained under approved controls.

Card transactions are reconciled on schedule, with missing receipts, disputed charges, and policy concerns addressed or escalated.

System access and workflow changes are authorized, documented, and tested as appropriate.

Campus users receive timely assistance and training, and recurring processing delays or errors are reduced.

Required qualifications

Associate degree or equivalent combination of education and relevant experience in accounts payable, procurement, expense administration, or accounting operations.

Experience with transaction systems, spreadsheets, reconciliations, and detailed financial records.

Ability to manage high transaction volume and deadlines with accuracy, discretion, and strong customer service.

Clear communication, sound judgment, and ability to apply policies consistently across departments.

Preferred qualifications

Bachelor's degree in accounting, business, supply chain, or a related field.

Experience in higher education or a nonprofit organization, including grant and restricted fund purchasing.

Experience administering procurement, accounts payable, expense, or commercial card platforms and improving workflows.

Working relationships and accountability

The Procurement Specialist reports to the Controller and works with budget managers, cardholders, Financial Services colleagues, technology staff, vendors, and contract owners. The specialist administers processes and systems within approved access and delegated authority. Departmental budget approval, contract execution, payment release, policy exceptions, and changes to institutional controls remain with authorized College personnel.