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Elgin Community College

Location: ElginIL 60123 Document ID: AB106-0L75 Posted on: 2017-04-1804/18/2017 Job Type: Regular

Job Schedule:Full-time
2017-05-18
 

Purchasing Specialist III



Function:

Ensures that procurement and reimbursement processes are completed in accordance with established administrative procedures, policies and the Illinois Community College Procurement Act, while providing excellent customer service to the college's faculty, staff and outside vendors.

Supports functions of the college including strategic procurement initiatives, purchasing and reimbursement related functions including audit and compliance reviews to protect the college from fraud and abuse.

This position is responsible for supporting both the Managing Director and Director of Business Services

Essential Responsibilities:

1. Analyzes and reviews requisitions utilizing Colleague for accuracy and budgetary compliance with established administrative and financial procedures.

2. Creates purchase orders daily and processes weekly purchasing reports.

3. Initial and ongoing training of college personnel in the use of the college's procurement systems to ensure compliance with college procedures.

4. Prepares contractual documents and proposals, maintains database of all contracts and proposals and paper files for audit purposes.

5. Manages the maintenance of the Vendor Database.

6. Reviews purchasing card statements and receipts from college personnel.

7. Complete special projects as assigned by the Managing Director and Director of Business Services.

Essential Responsibilities Continued:

Other Responsibilities:

1. Perform other job-related duties as assigned which pertain to the job description.

2. Perform backup duties for Purchasing Coordinator position in their absence.

Work Relationships:

Does Not Supervise

Physical Demands:

Physical Demands
Sedentary Work: Exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.

Visual Acuity
Position requires close visual acuity to perform activities (i.e. preparing/analyzing data and figures; transcribing; viewing a computer monitor; extensive reading; visual inspection involving small defects, small parts, and/or operation of machines; using measurement devices; and/or assembly or fabrication parts at distances close to the eyes).

Work Environment
Very quiet conditions.

Environmental Conditions
Typical office or administrative conditions (i.e. not substantially exposed to adverse environmental conditions).

Working Environment:

Office

Required Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements below are representative of the knowledge, skill, and/or ability required.

1. Associate's degree (AA) or equivalent from two-year college or technical school; or equivalent combination of education and/or experience.

2. Proficient knowledge and experience in purchasing and accounting systems.

3. Working knowledge of Ellucian Colleague procurement and database system or other ERP software.

4. Working knowledge of lmageNow document imaging system or other electronic document imaging systems.

5. Proficiency with computer programs including Microsoft Word, Excel, Access and Outlook, and Adobe Acrobat.

6. Ability to integrate, utilize and manage multiple computer programs to facilitate the procurement process.

7. Ability to maintain a high degree of integrity and confidentiality while working in a highly regulated environment.

8. Ability to comprehend and utilize procedural and institutional information.

9. Ability to resolve procurement issues thru evaluation and analysis with innovative thinking.

10. Ability to prioritize and manage multiple tasks while maintaining a high level of organization, attention to detail and utilizing analytical skills.

11. Ability to work independently with minimal supervision.

12. Excellent written, verbal and interpersonal communication skills used to develop collaborative working relationships with all levels of college personnel and outside vendors.

Desired Qualifications:

3-5 years of customer service experience.

Special Instructions to Applicants:

This position is open until filled. This employment site is updated on a regular basis. The length of the recruitment and screening process may vary from position to position, depending upon a variety of factors. Should review of your qualifications result in a decision to pursue your candidacy, you will be contacted by phone or email.

Elgin Community College Support Staff of Elgin Community College Association (SSECCA) members that apply by 3/24/2017 will receive full consideration.

Please refer to the Frequently Asked Questions document for information related to the ECC Hiring Process and Applicant Tracking System.

Testing Required:

Materials Required to Complete the Application Process for this Position:

Cover Letter/Letter of Application
Resume/Curriculum Vitae
To apply please click here!