Job Details

Procurement & Material Inventory Analyst

Job ID:

Location: Main Campus - UCR

Schedule: 8AM - 5PM

Category: Accounting and Finance

Salary: $56,000 - $96,403

Full/Part Time: Full-time(100%)

Organization: Planning Budget & Administration

Department: Veronica Ruiz

Application Deadline: Open Until Filled

Position Information:

The full salary range for the Procurement & Material Inventory Analyst is $26.82-$46.17 per hour. However, the expected pay scale for this position is up to $34.90 per hour. We base salary offers on a variety of considerations, such as education, licensure and certifications, experience, and other business and organizational needs.

The Procurement & Material Inventory Analyst performs duties related to the procurement, warehouse inventory and material management functions on behalf of Facilities Services (FS). Under the general direction of the Procurement & Material Inventory Supervisor, the Procurement & Material Analyst ensures compliance with internal audit, UCR/UCOP policies, procedures, and guidelines as it pertains to the procurement, warehouse inventory and material management functions. Conducts research to obtain the best vendor relationships, sourcing to ensure best price, quality and availability for materials, products and service related to Maintenance Repair Operations (MRO) Procurement; informs and educates Facilities Services of the unit about purchasing resources and constraints; collaborates with FS stakeholders to manage vendor relationships and a partnership with Central Procurement; serves as the primary point of contact for purchasing/material management inquiries and concerns. Prepares and facilitates the preparation of approximately 6,000 purchasing transactions annually, maintaining accurate records and timely submissions to allow for prompt vendor payments. Responsible for maintaining large equipment inventory and the coordination of annual physical inventories. Creates reports on performance metrics as it pertains to the administrative services functions including but not limited to billing, finance, administrative and procurement services. Collaborates on the development of process improvement, manages metrics and key performance indicators as it relates to unit responsibilities.

The ASSET Administrative Services unit (6.0 FTE) provides administrative and operational support in the areas of business process and policy development; organizational administrative projects like computer inventory; systems and asset management; internal controls and audit; purchasing/procurement activities, billing; data analysis and reporting, material management in the form of the facilities stock inventory program. The Administrative Services unit manages the business operations of the work order system infrastructure for Facilities Services; manages the material & tool inventory stock program with a value of $825K; transacts recharge billing of approximately $20M in revenue for work orders and premium service billing, over $24M in annual utility bills, and $11M in annual procurement transactions over 9,000 annual purchase orders and over 1,000 Pro-Card transactions; analyzes, audits and reconciles transactions in accordance with service agreements.

Applicants must have current work authorization when accepting a UCR staff position. Currently, we are unable to sponsor or take over sponsorship of an employment Visa for staff.

As a University employee, you will be required to comply with all applicable University policies and/or collective bargaining agreements, as may be amended from time to time. Federal, state, or local government directives may impose additional requirements.

Requirements:

Educational Requirements

1. Bachelor's degree in related area and / or equivalent experience / training.

Experience Requirements

1. 2-4 years of related experience.
2. Previous experience with procurement, or inventory/warehouse management.
3. Previous experience with maintenance repair operations (MRO) procurement.
4. Previous experience with accounting, supply chain management, procurement/contract administration or finance.
5. Experience with a facilities work order or computerized maintenance management (CMMS) system.

Certification Requirements

1. Procurement Certification such as CPM, CPP, CPPO or equivalent

Special Conditions

1. Must successfully pass a background check prior to start date.

Minimum Requirements

1. Working knowledge of financial processes, policies and procedures.
2. Strong knowledge of financial data management and reporting systems.
3. Proficiency in the use of spreadsheet and database software.
4. Strong interpersonal skills, analytical skills, service orientation, active listening, critical thinking, attention to detail, ability to multi-task in a high volume environment, organizational skills, effective verbal and written communication skills, sound judgment and decision making.
5. Ability to function effectively as a member of a team.
6. Ability to adapt to changing priorities.
7. Intermediate knowledge and understanding of internal control practices and their impact on protecting University resources.
8. Skills to provide coaching and mentoring to support staff.
9. Analytical skills necessary to evaluate the cost effectiveness of purchasing options.
10. Working knowledge of university procurement and accounting policies and procedures as they relate to high value, low value purchasing, corporate card activities, etc.

Preferred Qualifications

1. Knowledge of Contract & Grant and EHS Regulations and Policies and Procedures as they apply to purchasing, reimbursements and accounting.
2. Ability to work independently, organizing and processing detailed work, with changing priorities, time constraints, frequent interruptions and general supervision.
3. Skill to analyze and determine appropriate policy, how to best process request, whether additional information is needed, how best to obtain additional information, and when to consult with colleagues, supervisor, and/or experts in central Purchasing or Accounting.
4. Knowledge and experience with Smartsheet or Tableau.
5. Knowledge and experience with UC system and familiarity with UC Policies and Procedures.

Additional Information:

In the Heart of Inland Southern California, UC Riverside is located on nearly 1,200 acres near Box Springs Mountain in Southern California; the park-like campus provides convenient access to the vibrant and growing Inland region. The campus is a living laboratory for the exploration of issues critical to growing communities' air, water, energy, transportation, politics, the arts, history, and culture. UCR gives every student, faculty and staff member the resources to explore, engage, imagine and excel.

UC Riverside is recognized as one of the most ethnically diverse research universities in the country boasting several key rankings of which we are extremely proud.

• UC Riverside is proud to be ranked No. 12 among all U.S. universities, according to Money Magazine's 2020 rankings, and among the top 1 percent of universities worldwide, according to the 2019-20 Center for World University rankings.
• UC Riverside is the top university in the United States for social mobility. - U.S. News 2020
• UCR is a member of the University Innovation Alliance, the leading national coalition of public research universities committed to improving student success for low-income, first-generation, and students of color.
• Among top-tier universities, UC Riverside ranks No. 2 in financial aid. - Business Insider 2019
• Ranked No. 2 in the world for research, UCR's Department of Entomology maintains one of the largest collections of insect specimens the nation. - Center for World University Rankings
• UCR's distinguished faculty boasts 2 Nobel Laureates, and 13 members of the National Academies of Science and Medicine.

The University of California is an Equal Opportunity/Affirmative Action Employer with a strong institutional commitment to the achievement of excellence and diversity among its faculty and staff. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, protected veteran status, or any other characteristic protected by law.

For information about our generous employee benefits package, visit: Employee Benefits Overview

Job Description Details:

General Information

Job Title
FINANCIAL SVC ANL 2 CX Job Code
004754 Grade
147 Department Head
Veronica Ruiz Supervisor
Jeffrey Beal

Positions Directly Supervised

Job CodeTitleFTE
004921
STDT 2
0.5

Department Custom Scope

The Procurement & Material Inventory Analyst performs duties related to the procurement, warehouse inventory and material management functions on behalf of Facilities Services (FS). Under the general direction of the Procurement & Material Inventory Supervisor, the Procurement & Material Analyst ensures compliance with internal audit, UCR/UCOP policies, procedures, and guidelines as it pertains to the procurement, warehouse inventory and material management functions. Conducts research to obtain the best vendor relationships, sourcing to ensure best price, quality and availability for materials, products and service related to Maintenance Repair Operations (MRO) Procurement; informs and educates Facilities Services of the unit about purchasing resources and constraints; collaborates with FS stakeholders to manage vendor relationships and a partnership with Central Procurement; serves as the primary point of contact for purchasing/material management inquiries and concerns. Prepares and facilitates the preparation of approximately 6,000 purchasing transactions annually, maintaining accurate records and timely submissions to allow for prompt vendor payments. Responsible for maintaining large equipment inventory and the coordination of annual physical inventories. Creates reports on performance metrics as it pertains to the administrative services functions including but not limited to billing, finance, administrative and procurement services. Collaborates on the development of process improvement, manages metrics and key performance indicators as it relates to unit responsibilities.

Key Responsibilities:

1. Applies professional financial and accounting concepts to independently perform analyses of moderately complex financial services such as researching discrepancies and tax implications and compliance with external regulations and internal policies.
2. Tracks, monitors and measures KPIs related to the procure to pay process. Ensures compliance with organizational procurement policy and organization or systemwide agreements, in addition to procurement laws. Maintains procurement and inventory records, ensuring accuracy, updating status or closing items. Ensures appropriate approval for expenditures, fund coding, and adherence to policy. Investigates and takes necessary action to resolve any discrepancies.
3. Prepares reports and analyses to include summaries of financial transactions, evaluation of current and proposed services, etc. for management review and decision-making.
4. In collaboration with Central Procurement and Facilities Services stakeholders, assists with drafting sole source justifications and bases for award documents. Collaborates with Central Procurement on orders beyond the scope of responsibility at the department level. Performs cost analyses, develops reports and summary justifications for transactions requiring leadership review and exceptional approvals.
5. Assists with ensuring that financial processing functions which may include accounts payable, accounts receivable, purchasing, recharge billing, travel / entertainment, gift accounting, cashiering and collections are performed with accuracy and that daily operations run smoothly.
6. Responsible for monitoring material, supplies and equipment transactions; maintaining vendor contract agreements in collaboration with Central Procurement; monitor, release, address and resolve encumbrances and invoice holds; assists with ensuring all fiscal close processes are complete. Collaborates with ASSET Finance team and the billing and financial services analyst to ensure purchases of materials and warehouse inventory are managed effectively and transacted properly as it pertains to work order costing and recharge billing. Facilitates the work order system updates and data modifications related to inventory stock levels, price adjustments and physical inventory audits.
7. Conducts or assists with researching, developing and implementing new and changing business processes.
8. Maintains strong knowledge related to the financial systems, processes, policies and procedures to help lead the transactions and facilitate requests on behalf of the department. Remains apprised of system updates, changes or issues and collaborates with the appropriate departments (BFS, ITS, etc.) to troubleshoot and resolve. Functions as a resource to support staff on issues such as researching financial discrepancies, escalated customer service problems and vendor concerns. Serves as a resource and provides guidance on campus financial systems and applications, and on UC and local procedures.
9. Assesses and recommends changes to maintain compliance with federal and state requirements and internal financial / audit policies.
10. Under general supervision, researches and gathers information from a variety of sources; prepares and summarizes information and reports relative to new services, regulatory compliance issues and / or vendor selection and support activities.
11. Documents processes and procedures for financial activities.
12. Assists with development and implementing of procedures, initiatives and projects related to procurement, warehouse inventory and asset management to support FS operations. Responsible for managing and reviewing the data of the warehouse inventory module in the work order system. Coordinates inventory/asset audits and reporting. Proactively identify problems and seek solutions through creative or critical thinking, and data analysis.
13. Reviews, processes, and approves standardized financial data and transactions. Effectively addresses difficult and complex customer inquiries.
14. Participates in audits of internal records and processes and prepares recommendations for changes as needed. Ensures that the appropriate internal controls are addressed, maintained and strengthened to protect University resources.
15. Monitors the delivery of quality customer service to various constituencies to include internal department clients and external vendors.

To apply, visit