Purchasing Specialist

FINANCIAL SVC ANL 2 CX (004754)

UCPath Position ID: 40116679

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

603202

Approved Date:

6/11/2025 2:39:29 PM

Date Last Edited:

6/11/2025 2:39:26 PM

Last Action Effective Date:

5/2/2021

Organization Details

Business Unit (Location):

LACMP

Organization Code:

2100O

Organization:

DENTISTRY

Division Code:

2110D

Division:

CLINICAL

Department:

135000 - DENTISTRY

Position Details

UCPath Position Number:

40116679

Position Description ID

164860

UC Payroll Title:

FINANCIAL SVC ANL 2 CX (004754)

Business Title:

Purchasing Specialist

Personnel Program

Professional and Support Staff (PSS)

Salary Grade:

STEPS

Job Code FLSA:

Non-Exempt

Union Code (Collective Bargaining Unit):

99: Non-Represented (PPSM)

Employee Relations Code:

E: All Others - Not Confidential

Employee Class (Appt Type):

2 - Staff: Career

Full-Time Equivalent (FTE)

1

SUPERVISION

UCPath Reports to Position Number:

41064572

Reports to Payroll Title:

FINANCIAL ANL 4

UCPath Department Head Position Number:

40061708

Department Head Payroll Title:

DEAN

SUPERVISION - Indicates that the incumbent performs a variety of routine duties within established policies and procedures or by referral to the supervisor’s guidelines.

POSITION SUMMARY

As a Financial Analyst for the School of Dentistry, the incumbent works independently to support procurement and financial operations. Serving as the primary contact for purchasing, the incumbent provides guidance on procurement processes, troubleshoot purchasing issues, and ensure accurate processing of payments and recharges. This role requires analytical skills, attention to detail, and collaboration with faculty and staff to maintain efficient financial and purchasing operations.

PURCHASING

1. Serve as the department’s primary procurement contact- train faculty, lab staff, and personnel on procurement processes, system navigation, troubleshooting and policy compliance. Liaise with campus purchasing stakeholders to resolve purchasing issues.

2. Provides support for purchase requisitions upon the request of division or clinic purchasers.

3. Serve as a P Card reviewer for units that support P card transactions.  Is responsible for advising P Card allowables and non-allowables.

4. Coordinate resolution of irregular invoices with purchasers.

5. Communicate with SOD purchasers periodic system updates from Campus.  Ensure that SOD purchasers are compliant with policies and procedures.

6. Make P Card or Bruin Buy Purchases, upon request.

7. Responsible for the payment of UPS invoices

60%

ACCOUNTING

1. Prepare invoices and manage billing and payment summaries using information from university ledgers and Online Financial Reports.

2. Generate monthly sales and service reports, as well as departmental fund summaries.

3. Reconcile ledgers and support fiscal year-end closing for assigned accounts.

4. Audit financial documents for accuracy, ensuring compliance with campus policies and procedures.

5. Prepare ad-hoc financial reports and assist with special projects as needed.

6. Provide income and expense summaries and financial insights to stakeholders.

7. Receive checks that are brought to the Finance Office and process via Cashnet to appropriate FAU.

8. Review ACH deposits daily and reconcile ledger collections to clear balances by month end via journal entry. Maintain record of unclaimed ACH transactions and prepare detailed balance for Finance team at month end. Analyze and review ACH Payment to clinics using CashPro.

9. Analyze and record various School of Dentistry recharges (e.g. Storeroom, CE, Venice, and others).

10. Other duties as assigned.

40%

•

Performs other duties as assigned.

•

Complies with all policies and standards.

•

Complies with the University of California, Los Angeles (UCLA) Principles of Community.

•

This position description is not intended to be a complete list of all responsibilities, duties or skills required for the job and is subject to review and change at any time, with or without notice, in accordance with the needs of the organization.

QUALIFICATIONS

Bachelor's Degree

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

Preferred

Strong knowledge of University purchasing, travel, and entertainment policies and procedures.

Required

Demonstrated skill in instructing faculty and colleagues in the preparation of University purchasing and travel forms.

Required

Knowledgeable in using Microsoft Suite, with a strong proficiency in Excel.

Required

Mathematical and budgeting skills to forecast and resolve complex financial problems.

Required

Strong attention to detail.

Required

Resourceful with ability to troubleshoot problems.

Required

Excellent written and verbal communication skills.

Required

Ability to perform repetitive tasks such as computer entry.

Required

Demonstrated skill in prioritizing assignments to complete work in a timely and efficient manner. Skill in following through on assignments.

Required

Ability to maintain professionalism and tact in difficult situations; skilled in one-on-one and group interactions.

Required

Familiarity with UCLA Corporate Financial Services systems (e.g., Recharge System, Transfer of Funds, Non-Payroll Expenditure Adjustment, Financial Journal), QDB/AFCPL.

Preferred

Experience in using Tableau.

Preferred

SPECIAL REQUIREMENTS AND/OR CONDITIONS OF EMPLOYMENT

Background Check: Continued employment is contingent upon the completion of a satisfactory background investigation.

Live Scan Background Check: A Live Scan background check must be completed prior to the start of employment.

Age Requirement: Candidate(s) must be 18 years or older to be eligible to be hired.

COVID and Flu Vaccinations: The position is subject to providing evidence of inoculation.

CANRA: The position is designated as a mandatory reporter under CANRA. The employee must sign the "Statement Acknowledging Requirement to Report Child Abuse".

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

School of Dentistry

Standing/Walking

X

Sitting

X

X

Bending/Stooping

X

Squatting/Kneeling

X

Climbing

X

Lifting/Carrying/Push/Pull 0-25 lbs

X

X

Lifting/Carrying/Push/Pull 26-50 lbs

X

Lifting/Carrying/Push/Pull over 50 lbs

X

Physical requirements other

X

Chemicals, dust, gases, or fumes

X

Loud noise levels

X

Marked changes in humidity or temperature

X

Microwave/Radiation

X

Operating motor vehicles and/or equipment

X

Exposures other

X

Sustained attention and concentration

X

X

Complex problem solving/reasoning

X

X

Ability to organize & prioritize

X

X

Communication skills

X

X

Numerical skills

X

X

Mental demands other

X

X

Classification 3:  Position in which exposure to blood, body fluids or tissues is not part of the position description. The normal routine task involves no exposure to blood, body fluids or tissues and the employee can decline to perform tasks which involve a perceived risk without retribution.