Coordinator, Procurement & Auxiliaries

Job Summary

Procures all goods, materials, and services in compliance with College procedures, UCC, SBE rules and Florida State Statutes. Reviews and guides College employees and administration regarding the procurement process. Manages the competitive solicitation process to include all public openings and evaluations. Coordinates the maintenance and retention of detailed records related to purchase orders, vendor products, bids, quotations, prices, and other purchase information in accordance with Florida State Statutes.

NOTE:

Job descriptions and essential functions are subject to change due to advances in technology, utilization of work force, and other factors which may impact the College's need to modify position requirements.

The following listing of essential job duties indicates the general nature and level of work required in this job. This is not designed to be a comprehensive listing of all the activities, duties, or responsibilities that may be required in this job. Individuals assigned to this job may be asked to perform other duties as required. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties and responsibilities of the job. Applicants may be asked to demonstrate any or all of the following duties:

• Investigate and resolve disputes or discrepancies with vendors and College departments that may arise in the procurement process.
• Maintain bid, vendor, and purchase files.
• Issue competitive solicitations; record and evaluate responses, and prepare procurement recommendations. Negotiate with selected suppliers to obtain the most advantageous prices, terms, and conditions.
• Process online requisitions into purchase orders, ensuring that all accounting and ordering data are correct and in accordance with College procedure.
• Communicate effectively and maintain relationships with vendors, the College community, and other cooperative purchasing groups.
• Keep faculty and staff abreast of information and make recommendations regarding changes in contracts, new technology, market prices, delivery times, and industry trends. Evaluate and recommend to users new or alternate products that will provide greater efficiency and economy without sacrificing required quality or other values of importance.
• Manage use of the State College of Florida, Manatee-Sarasota American Express Credit Card for purchases.
• Work with Accounting Department in closing the Fiscal Year end.
• Utilize online purchasing system and Internet to place or cancel orders, verify account detail, assist departments with requisition or approval problems. Troubleshoot information system for errors or suspended transactions. Perform research and retrieval of records and data.
• Locate and qualify sources of supply including minority-owned, women-owned, local, and small businesses. Prepare data reports on expenditures from these sources as required.
• Advance ethical relationships among suppliers, their representatives, and all College personnel. Protect the College's reputation for fairness and integrity in all transactions with the business community.
• Manage all assigned projects from initiation (inquiry and planning) to satisfactory completion (acceptance and payment).
• Develop, maintain, and update procurement rules, policies, and procedures.

The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Education/Experience: Bachelor's degree and one to two years' related experience and/or training; or equivalent combination of education and experience.
• Supervisory Experience: One or more years of experience as a "lead" employee, with responsibility for scheduling and assigning work, training new employees, and assisting others with problems, is required.
• Language Ability: Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.
• Math Ability: Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs. Ability to apply concepts of basic algebra and geometry.
• Reasoning Ability: Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
• Computer Skills: To perform this job…