Divisional P2P Support Specialist

Divisional P2P Support Specialist

Summary

The Divisional P2P Support Specialist will be a critical member of the Procurement Support Team, focused on enhancing purchasing compliance, data accuracy, and administrative efficiency for the division. This role will act as a dedicated resource to reduce the workload for Plant Office Administrators (POAs) by taking ownership of specialized procurement tasks, ensuring adherence to best practices, and serving as a Subject Matter Expert (SME) for the division purchasing processes.

Key Responsibilities

1. Procurement Compliance and Order Integrity

• Pre-PO Review and Validation: Review and validate all requisitions before a Purchase Order (PO) is created, aligning with the industry best practice recommending a requisition review.

• Compliance Assurance: Ensure high purchasing compliance by verifying the correct use of in-network suppliers, Blanket Purchase Agreements (BPAs), and Contract Purchase Agreements (CPAs).

• Risk and Policy Checks: Check compliance for work requested against risk tier approval limits.

• PO Administration: Utilize "Buyer" assignment rules and control the number of users that can reopen purchase orders. This limits the number of individuals with the Oracle "Buyer" role, resulting in less training required.

2. Specialized Administrative and Financial Support (Direct POA Support)

• Reduced POA Workload: Focus on tasks that directly reduce administrative burden and eliminate rework for POAs.

• Invoice Reconciliation: Assist with match holds related to price and other mismatch issues.

• Accounting Verification: Verify purchasing categorization and work order information are correct.

• Credit Tracking: Track core credits to ensure timely receipt and application to the original work order/job.

• Rental Management: Track open rentals to help division return equipment on time or extend open rentals.

• Services Management: Take ownership of managing services/progress billing purchase orders.

3. Data Quality and Process Improvement

• Data Accuracy: Provide better data quality for improved future decision-making.

• Non-Catalog Best Practices: Follow best practices for non-catalog/description only purchase order creation and setup, which ensures better data quality and improved invoice matching.

• Tax Compliance: Ensure that parts and labor are always charged and categorized separately for non-catalog/description only purchase orders (addressing a common issue for the tax group).

• Volume Capture: Ensure the organization captures purchase volume using the accurate metric (quantity $\times$ unit price) if applicable.

• SME Support: Function as a super user and Subject Matter Expert (SME) of the procurement process.

• Divisional Liaison: Provide a divisional dedicated resource for support groups like environmental, safety, and geology.

Supplier Management: Facilitate better tracking of supplier issues, ensuring collaboration with enterprise sourcing and division procurement to address them.

Qualifications:

• Education: A high school diploma is required. Associates degree or higher preferred.

• Experience: 1-2 years in a similar role or with equivalent experience in a related job discipline. Proven experience in a procurement, purchasing, or related administrative/financial role.

• Knowledge of Best Practices: Strong understanding of requisitioning, work order, and purchase order processes.

• Technology Skills: Must display knowledge of and ability to use computer applications and the most up to date technology. Proficiency in Excel, ERP, and procure to pay software preferred. Procurement and/or payment experience with Oracle Fusion, Oracle eBS, or Jaggaer is a plus.

• Problem Solving Skills: High attention to detail, excellent analytical skills, and sound judgement. Ability to identify root cause problems and apply continuous improvement methodology.

• Communication Skills: Ability to serve as a high-level resource, providing guidance and support to field personnel and Accounts Payable co-workers.

Time Management Skills: Ability to meet deadlines, work in a team environment, and complete individually assigned tasks.