Full Time Invoice Processing Analyst Jobs in Madison, WI

Job Type
Full-time
Description
Position Overview:
The IT Procurement and Onboarding Specialist is responsible for the procurement, tracking, deployment, and lifecycle management of IT hardware, software, and mobile devices. This role partners closely with IT, Finance, HR, vendors, and business stakeholders to support technology purchasing, asset management, onboarding and offboarding activities, invoice processing, and mobile device management.
This is not a traditional procurement-only position. The role combines IT procurement, asset management, onboarding/offboarding coordination, and operational support, requiring strong organizational skills, attention to detail, technical awareness, and the ability to manage multiple priorities in a fast-paced environment.
Role Allocation:
• 60% IT Procurement & IT Accounting
• 25% IT Onboarding & Offboarding
• 15% Mobile Device Management (MDM)
Responsibilities:
IT Procurement & Financial Administration:
• Own procurement of IT hardware, software, peripherals, mobile devices, and related technology assets.
• Serve as the primary liaison between IT, Finance, Accounts Payable, vendors, and internal stakeholders.
• Manage vendor quotes, purchase orders, invoice review, coding, reconciliation, and order tracking.
• Support budget adherence, cost-center allocation, and hardware standardization efforts.
• Monitor procurement risks, including supply chain delays and backorders, and communicate impacts proactively.
• Maintain accurate procurement, inventory, and asset records.
Mobile Device Management (MDM):
• Support procurement, lifecycle management, and deployment of mobile devices.
• Coordinate with IT Operations on device enrollment, replacement, and retirement within the MDM platform.
• Work with cellular providers (e.g., Verizon, T-Mobile) on:
• Contract negotiations
• Plan management
• Issue resolution and escalations
• Ensure mobile assets are accurately tracked and aligned to users and cost centers.
IT Hardware Lifecycle Management:
• Maintain accurate records for technology assets, including purchase dates, warranty information, lifecycle status, and user assignments.
• Support asset refresh, redeployment, retirement, and transfer processes across business units.
• Assist in maintaining inventory accuracy and asset accountability.
IT Vendor Management:
• Build and maintain effective relationships with IT vendors and service providers.
• Review vendor performance, pricing, service quality, and support responsiveness.
• Escalate and resolve vendor-related issues impacting IT operations or end users.
• Identify opportunities to improve pricing, service levels, and operational efficiency.
IT Onboarding and Offboarding Management:
• Oversee all aspects of the onboarding and offboarding process as it relates to IT needs
• Develop and maintain onboarding documentation, training, and other materials
• Work with various groups within the organization to streamline the onboarding and termination processes
• Review hardware is returned when staff leave the organization
Help Desk and Operations Support:
• Provide secondary support related to hardware replacements, deployments, logistics, and asset-related requests.
• Partner with IT Operations to ensure timely issue resolution and positive user experiences.
• Assist with special projects and continuous improvement initiatives as assigned.
Marginal Job Functions:
• Other projects as assigned
Requirements
Education:
• Associate's degree in a computer-related field and/or equivalent work experience
Experience:
• 3-6 years of experience in IT procurement, IT asset management, IT operations support, onboarding/offboarding, helpdesk support, or related functions.
• Working knowledge of IT hardware lifecycle management, including procurement, deployment, inventory management, warranty tracking, and equipment retirement.
• Experience managing procurement records, invoices, inventory, and asset documentation with a high degree of accuracy.
• Strong proficiency in Microsoft Excel, Outlook, web-based systems, and IT ticketing platforms.
• Experience supporting purchase orders, invoice processing, cost centers, and related financial processes.
• Ability to manage multiple priorities, follow established procedures, and meet deadlines in a fast-paced environment.
• Strong organizational, analytical, problem-solving, and communication skills.
• Ability to work independently while collaborating effectively with cross-functional teams.
Desired experience:
• Experience with Concur or similar purchasing, invoice, or expense management systems.
• Experience supporting mobile device procurement and MDM environments.
• Familiarity with IT asset management systems.
• Experience partnering with HR, Finance, and Accounts Payable teams.
• Exposure to vendor management, contract negotiations, and lease administration.
Position Values:
• Positive, can-do mindset with a commitment to continuous improvement.
• High level of ownership and accountability.
• Customer-first mentality and service-oriented approach.
• Resilience and professionalism in a fast-paced environment.
• Collaborative, transparent, and solution-oriented mindset.
• Strong attention to detail and commitment to quality.
Benefits:
We offer an excellent compensation package and team-oriented work environment with growth opportunities. Some of our outstanding benefits include:
• Health & Dental Insurance
• Company paid Life Insurance
• 401(k)
• Paid Time Off benefits
• Product discounts
• Wellness programs
Equal Opportunity Employer, including Protected Veterans and Individuals with Disabilities.