Purchasing Specialist

Purchasing Specialist

Supervised by: Vice President of Business Services (CFO)
Department: Business Services	Grade: H
Category: Full-time Professional-Technical	Status: Non-Exempt

Function of the Job

Perform responsible office and administrative duties for Business Services.

Duties and Responsibilities

1. Review, process, and balance College invoices and employee reimbursements.
2. Review activity and train College faculty and staff on the use of College purchasing, payables, credit card, and reimbursement IT applications.
3. Develop, maintain and enhance a working relationship between the College and its suppliers.
4. Engage in sourcing to find alternative or new vendors to improve quality, cost and/or lead time.
5. Assist in the preparation of construction documents, sealed bid purchasing process, and inventory tracking for the College.
6. Assist the College’s BEP Liaison in the administration and reporting of the College’s vendor diversity program.
7. Prepare monthly account reconciliation.
8. Preparation of forms and reports to local, state and federal agencies as required.
9. Assist supervisor in internal control review functions and the coordination of the annual audit.
10. Provide miscellaneous accounting functions for the College as needed, including cashiering duties.
11. Assume all other reasonable professional duties and responsibilities as assigned by the supervisor.

Essential Functions

1. Must understand and support the mission of the community College
2. Must have strong skills in customer service and possess excellent verbal and written skills.
3. Must be able to operate office equipment proficiently.
4. Must be able to communicate effectively by phone and email on a daily basis.
5. Must be able to work with Microsoft Office products.
6. Must be able to interpret rules, regulations, policies, and procedures.
7. Must be able to work in a team environment.
8. Must have general accounting knowledge.

Personal Interaction

Frequent contact is made with all levels of College personnel, vendors, students, and outside organizations in relation to routine departmental services and duties and in providing appropriate assistance and information as requested.

Supervision Excercised

Functional supervision is exercised over designated work-study/intern students.

Requirements

Bachelor’s degree in business administration, accounting, finance, or related field. At least two years of experience in an office setting, and demonstrated interpersonal and public relations skills required. Experience with ERP, or similar, systems, strong interpersonal skills, and ability to maintain confidentiality of corporate, student, and employee records is required.

Revised: 8/30/2024