Central Stores Coordinator

Ball State University

Muncie, IN

ID: 7073827 (Ref.No. BSUhttps://bsu.peopleadmin.com/postings/23476)
Posted: January 7, 2021
Application Deadline: Open Until Filled

Job Description

Create, maintain and distribute department reports, invoices, credits, and journal
vouchers; verify department invoicing; facilitate the operation of Central Stores with customers on campus and external vendors including reconciliation of reports; update warehouse inventory in correlation with shortages, overages, and backorders.

Job Function:

Create, maintain and distribute department reports, invoices, credits, and journal
vouchers; verify department invoicing; facilitate the operation of Central Stores with customers on campus and external vendors including reconciliation of reports; update warehouse inventory in correlation with shortages, overages, and backorders.

Minimum Education:

Up to eighteen months of training or education in a business-related area.

Minimum Experience:

Over one through three years of office experience and customer service experience.

Preferred Experience:

Accounting and experience with financial records systems; experience with Banner, SciQuest and BDMS.

Duties and Responsibilities:

  • Verify charges for Central Stores; reconcile various reports from Banner and Argos and ErPortal/LLumin inventory software; prepare/process journal vouchers to reconcile charges and identifying discrepancies; use Banner to process journal vouchers.
  • Verify department invoicing and credits from Central Stores sales; reconcile vendor invoices and vendor statements; communicate with Accounting Office, Purchasing Services, and external vendors to rectify differences.
  • Collect and compile information from shipping and receiving including all incoming and outgoing Central Stores SciQuest shipments to campus and window orders; construct delivery sales into various Excel spreadsheets, graphs, and reports to provide daily, weekly, monthly, and yearly performance level analysis of warehouse operations.
  • Prepare/maintain fiscal year-end financial analysis of Central Stores vendor purchases; reconcile both monthly Central Stores and department budgets using ePrint Finance Repository; release purchase orders from SciQuest.
  • Assist the Central Stores warehouse personnel when needed; confirm incoming warehouse stock; track and record B450 and B24 forms for data reporting; help move pdfs to completed folders.
  • Consult with purchasing agents, Assistant Director of Purchasing Services, warehouse personnel, and external vendors to validate, add, or edit Central Stores stock items in the ErPortal/LLumin software and in SciQuest.
  • Assist in year-end warehouse inventory; order supplies needed to conduct inventory; verify counts; edit inventory counts; run reports of corrected counts; distribute to proper departments.
  • Establish and maintain relationships with Central Stores external vendors to verify delivery dates, resolve issues with packing slips, damaged or incomplete shipments, and credits due; communicate releases made by the Assistant Director of Purchasing Services designated vendor(s) to replenish Central Stores stock.
  • Process all requisitions in SciQuest for Central Stores warehouse stock and Purchasing Services office supplies. Work with accounts payable on billing and invoicing issues/concerns. Complete the receiving of invoices/purchase orders.
  • Develop and prepare benchmarking tools and report data for management as requested; compile all recycling, B24 equipment requests, returned to campus requests, and excess moves for yearly reporting.
  • Provide excellent customer service; assist in creatively solving warehouse and customer service issues across campus.
  • Under the direction of the Assistant Director of Purchasing, assist in the administration of managing Service Staff time cards in SciQuest, including but limited to data entry only, entering PTO, and fixing missed punches with the proper documentation from the employee.
  • Perform other related duties as assigned.
  • Maintain regular and predictable attendance.


At Ball State University, we recognize inclusive excellence as an integral endeavor to fulfill our University’s mission and our strategic plan. We recruit, support, and retain a diverse population of students, faculty, and staff. We encourage and reward diversity of thought. We promote a work environment that encourages and rewards innovation and creativity. We pledge to keep Inclusive Excellence at the highest level of institutional importance and as a foundation in all that we strive to do. Our over-arching goal for Inclusive Excellence is to adopt a university-wide Inclusive Excellence approach to academic, administrative support, and service functions of the university. We believe Inclusive Excellence must be infused in every step we take.



 

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