Under the general supervision of the Purchasing Manager, this position is primarily responsible for the processing of invoices, departmental purchase orders and monthly billings. The responsibilities include, but are not limited to, processing invoices, reconciling monthly accounts and processing payments, sending invoices out for approval, checking vendor statements and requesting invoices, providing administrative support to the Purchasing department/Business Services division and assisting with special projects as needed

ESSENTIAL JOB FUNCTIONS AND RESPONSIBILITIES:

• Processing invoices in a timely manner to ensure vendors are paid within terms and taking advantage of any discounts
• Processing invoice vouchers from direct pay check requisitions and expense reports
• Process departmental purchase orders
• Send invoices out for department approval
• Review monthly vendor statements and maintain statement files
• Request invoices from vendors
• Sort mail and distribute to Finance staff
• Process monthly billings/statements on all corporate accounts
• Assist with credit card purchases
• Ensure internal control processes and procedures are adhered to within the Purchasing function
• Correspond with vendors regarding account questions, payment status, etc
• Assist in supervising student workers
• Assist in fiscal year-end closeout
• Assuming responsibilities of other Purchasing personnel in their absence
• Interface with the members of the Stetson community and Stetson vendors, providing a positive, service oriented approach on matters related to Purchasing
• Process credit memos
• Provide a positive contribution to the team environment in the Purchasing department, Business Services division and Finance office
• Scan any new vendor W-9 into the shared drive
• Other duties as assigned by the Purchasing Manager

Required Skills

• A good working background in Microsoft Windows/Microsoft Office and related programs.
• Highly-developed organizational skills

WORKING CONDITIONS:

Requires some physical effort such as standing, walking, frequent light lifting (5-10 lbs); and Manual dexterity in the operation of office equipment; may require extended periods of time at a keyboard; prolonged sitting; perceptual demands for color, sound, form, and depth; occasional and, at times, frequent hours outside the normal University schedule (overtime).

Required Experience

• High school diploma and 5 (five) years experience in a Procurement/Finance related field

Salary Grade: 4

• A good working background in Microsoft Windows/Microsoft Office and related programs.
• Highly-developed organizational skills

WORKING CONDITIONS:

Requires some physical effort such as standing, walking, frequent light lifting (5-10 lbs); and Manual dexterity in the operation of office equipment; may require extended periods of time at a keyboard; prolonged sitting; perceptual demands for color, sound, form, and depth; occasional and, at times, frequent hours outside the normal University schedule (overtime).