Purchasing Agent

Summary:
The Purchasing Agent is responsible for the daily operation of the College’s purchasing function and compliance with related College policies and procedures.   This position performs a broad array of duties related to purchasing, including vendor management, requisition system management, purchase order and professional service contract development and processing, procurement functions, and contracts system management. The Purchasing Agent provides support to requisitioning departments and administrative positions throughout the procurement cycle.

• This position is exempt.
• This position reports to the Controller.
• The starting salary for this position is $55,000 depending on experience.

• Develop and maintain effective systems of control, reporting, and documentation for each step in the procurement process, including vendor creation and maintenance, purchase requisition processing, professional service contract administration, and ordering goods and services.
• Review and process purchase requisitions initiated by departments, assisting departments with vendor sources and establishment of terms; ensure full compliance with applicable internal policies and procedures and external regulations; maintain budget control over requisitions.
• Determine the need for professional service contracts in support of purchase requisitions; work with vendor, and requisitioner to obtain required information and supporting documentation; ensure compliance with standardized language requirements.
• Prepare and issue purchase orders and agreements on behalf of the College as supported by purchasing system controls; ensure that all orders are accurate and fully approved before issuance.
• Participate in procurement functions which may include the development of requests for proposals and management of obtaining and evaluating formal bids and quotes from prospective vendors.
• Research and identify prospective vendors; maintain strong supplier relationships; monitor supplier performance and resolve concerns and issues; evaluate suppliers in terms of reliability, product quality, and cost efficiency.
• Review and research purchasing requests; contact vendors and suppliers as needed for purchasing proposals.
• Analyze College and industry demand trends and recommend sourcing strategies.
• Purchase goods, services, and equipment as authorized by management.
• Ensure accuracy in the quotation of prices, computation of discounts, and applicable taxes within purchase orders.
• Determine the most appropriate method of purchasing in accordance with policies and procedures.
• Work with Facilities and Accounts Payable to monitor weekly matching exception reports and support the timely and accurate receipt of goods and services, and payment of vendors.
• Assist departments with vendors to ensure timely delivery of items ordered; coordinate with staff to expedite requisitions and obtain additional information.
• Assist as assigned in establishing purchasing priorities per budgetary limitations and projected requirements.
• Maintain and make recommendations regarding purchasing and related policies and procedures.
• Participate in training staff in purchasing systems and procedures.
• Assists other members of the Finance team in resolving disputes or problems that may arise with departments, outside agencies, and vendors.
• Maintain detailed records of all purchasing transactions, maintain contracts database, and provide purchase orders and receiving information for fixed assets to the accountants.
• Comply with local, state, and federal statutes, policies, procedures, and guidelines in the performance of purchasing and procurement duties.
• Other duties as assigned.

Other skills important to this position:

• Knowledge of the full procurement cycle, including familiarity with applicable laws and regulations governing procurement.
• Experience with systems and databases supporting the procurement function.
• Exceptional attention to detail; strong organizational skills; team player.
• Must possess excellent communication skills, written and oral.
• Must be able to multi-task in a fast-paced environment.
• Must possess outstanding customer service skills and compassionate, courteous, and helpful phone etiquette.
• Ability to maintain the confidentiality of information and data.
• Demonstrate strong organizational and planning skills that reflect the ability to prioritize competing demands and complete action items efficiently with minimal supervision.
• Demonstrate ability to interact with individuals from different cultures and professional backgrounds, and exercise "people skills" verbally and written.
• Excellent written and oral communication skills.
• Strong working knowledge of Microsoft Office applications.

Minimum Qualifications:

• Bachelor’s degree in business administration, supply chain management, or a similar field and at least two years of directly related procurement experience; or an associate’s degree in a business-related field and a minimum of five years of directly related procurement experience.
• Experience drafting contract terms, policies, and procedures.
• Familiarity with automated procurement systems.

Preferred Qualifications:

• External certifications related to assigned duties.
• Experience with state or federal procurement regulations.
• Experience working in an academic/university setting.
• Working knowledge of Microsoft Dynamics GP.

Note: Applicants must currently be authorized to lawfully work in the United States on a full-time basis.
Applications will be accepted until the position is filled; however, a review of resumes is scheduled to begin immediately.  Salary is commensurate with experience. EOE.
Applications should be submitted through the Burrell College Work Opportunities website or other job posting boards.

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