View Job

This job posting is no longer active on Diverse Jobs and therefore cannot accept online applications.


    

Elgin Community College

Location: ElginIL 60123 Document ID: AB046-0A30 Posted on: 2017-03-0103/01/2017 Job Type: Regular

Job Schedule:Full-time
2017-03-31
 

Purchasing Coordinator II



Function:

Under minimum supervision, ensures that procurement and reimbursement processes are done accurately, timely and efficiently to established administrative procedures, policies and the Illinois Community College Procurement Act. Provide excellent customer service to the college's faculty and staff, while supporting both the Managing Director and Director of Business Services. 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. Assists with implementing, maintaining and improving technical systems related to purchasing functions including Colleague, ImageNow and Microsoft Office databases.

Essential Responsibilities:

1. Analyze and review, approve or reject requisitions for goods and services for accuracy and compliance with the college's procedures and the Illinois procurement code. Create purchase orders on a timely basis. Setup new vendors in the payables systems. Reconcile invoice variances.

2. Train new college personnel from assigned departments in use of Ellucian Colleague requisition system.

3. Prepare quarterly non-compliance purchasing reports for purchasing's senior management. Maintains, analyzes and audits data in the database. Prepare quarterly and annual reports and monthly expense reports.

4. Process travel claims and check requests for non-compliance issues with resolution follow-through as required. Coordinates and reconciles annual cash advances. Audits purchasing card statements, receipts and online reconciliation for non-compliance issues with resolution follow-through as required.

5. Manages and audits purchasing's contract databases. Prepares contractual documents and proposals related to purchases.

6. Coordinates the bid opening schedule and the release of advertisements for bids.

7. . Maintain W-9 process.

8. Provides training and ongoing guidance to the Purchasing Specialist III to resolve purchasing and vendor related issues as required.

9. Special projects as directed including, but not limited to reconciling vendor files, updating operations manual, etc.

10. Review of office supply orders for accuracy and non-compliance issues.

Essential Responsibilities Continued:

Other Responsibilities:

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

Work Relationships:

Does Not Supervise

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.

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).

Quiet conditions.

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

Working Environment:

Office

Required Qualifications:

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 of Purchasing/Payable accounting functions, systems and database solutions.,

3. High degree of computer literacy, aptitude and internet search skills.

4. Working knowledge of the college's Ellucian Colleague procurement and database system.

5. Working knowledge of ImageNow document imaging system or other electronic document imaging systems.

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

7. Proficient knowledge and utilization of on-line purchasing card reconciliation programs.

8. Ability to integrate, utilize and manage multiple computer programs to facilitate the procurement process, and create reports for senior management.

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

10. Comprehend and utilize procedural and institutional information.

11. Analyze and provide initiative and judgement to resolve procurement issues.

12. Ability to adapt to a changing environment, prioritize and manage multiple tasks, excellent organizational skills, demonstrate outstanding customer service skills. and be detail oriented.

13. Ability to work independently with minimum supervision, or in a team / committee environment.

14. Excellent written verbal and interpersonal communication skills.

Desired Qualifications:

1. 3-5 years of customer service experience desirable.

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 2/10/2017 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!