Purchasing Specialist - Wilberforce University

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Division/Department

Business Office

Reports to

Chief Financial Officer

Position Type

Full-Time

Job Summary

The Purchasing Specialist prepares and manages required documentation, negotiates with vendors, and procures a wide variety of various goods and services in accordance with University policies and government regulations as applicable. This position is part of the business office and performs tasks for purchasing and other accounting duties.

Essential Duties & Responsibilities

Accounts Payable & PO Management

Process vendor invoices with proper matching to purchase orders and receiving documentation.

Ensure compliance with university policies and purchasing requirements.

Reconcile PO balances and identify variances between invoices and purchase records.

Customer Service & Communication

Serve as the first line of support for departments and vendors regarding invoice status, payments, and account coding.

Proactively communicate delays, discrepancies, or missing documentation to stakeholders.

Build positive relationships with internal departments and external vendors.

Budget Tracking & Support

Monitor and track departmental budgets and expenditures using Banner.

Alert departments to budget overruns and assist in reallocating funds when needed.

Provide monthly reports or budget summaries to department heads upon request.

System Use & Recordkeeping

Enter and manage AP transactions in Banner.

Maintain accurate records of invoices, approvals, and payment documentation.

Assist in preparation for audits and year-end close.

Required Knowledge, Skills and Abilities

Knowledge of state and federal procurement regulations.

Experience with fund accounting or grant-related purchases.

Familiarity with 1099 reporting and W-9 management.

Attention to Detail,

Thoroughness

Organization

Analyzing Information

PC Proficiency

Data Entry Skills

General Math Skills.

Strong customer service mindset and problem-solving ability.

Knowledge of basic accounting principles and budgeting.

Detail-oriented with ability to prioritize and manage multiple deadlines.

Proficient in Microsoft Excel and financial systems.

Minimum Qualifications

Education

Associate's degree in Accounting, Finance, or Business required.

Bachelor's degree preferred in Business Administration or related field

Experience

2+ years of experience in accounts payable, customer service, or finance.

Higher education or public sector experience is strongly preferred.

Experience using Ellucian Banner or similar ERP system is required

Experience with Microsoft Office (Excel and Word)

Wilberforce University

Founded in 1856, Wilberforce University is America's first private, coeducational University established to educated men and women of African descent; and is closely affiliated with the African Methodist Episcopal Church. Today, Wilberforce is a well-respected private, residential liberal arts university with a clear mission, core values and vision for the future and is a noted pioneer in the Co-Operative Education Movement.

Wilberforce awards the Bachelor of Arts and Bachelor of Science degrees in the areas of business, engineering and computing science, humanities, natural sciences, and social sciences; as well as the Master of Rehabilitation Counseling degree. The University is located in Wilberforce, Ohio, a community readily accessible to the Dayton, Cincinnati and Columbus metropolitan centers' social, professional and cultural amenities and airports.

Wilberforce University is an Equal Opportunity Employer

How to Apply:

To apply for the Purchasing Specialist position, use the "Quick Apply/Submit Resume" button below to submit your information, cover letter and resume to the Wilberforce University Department of Administration and Human Resources.