Purchasing Agent Job Hickory area,North Carolina USA,Administrative/Clerical

Purchasing Agent

Salary

$46,823.00 - $54,626.00 Annually

Description

Responsible for assisting and supporting college employees in the purchase of supplies, materials and equipment for the college. Ensures that the college complies with all state purchasing regulations and with proper purchasing procedures. The purchasing agent serves as the college's primary liaison with the Division of Purchase and Contract and other oversight or regulatory organizations.

Examples of Duties

Essential and other responsibilities and duties may include, but are not limited to, the following:

Essential Functions

Ensure that college purchasing procedures are followed. This includes purchasing from state contracts when available, certifying that competitive practices are followed and verifying that purchases are approved before products are ordered.

Purchase supplies, books and equipment for the college, assisting faculty and staff in ordering materials; administer use of E-procurement website; train E-procurement users; correct vendor ambiguities and work with vendors to resolve other issues; verify requisitions for completeness and accuracy; run computerized process to create purchase orders from requisitions; monitor status of purchase orders for vendors, faculty, and staff; route purchase order copies to vendors and in-house customers;

prepare invoices for payment upon receipt of items ordered.

Monitor and maintain vendor catalogs and materials; enter new vendors; process and file requests for travel; enter requisitions for travel advances as needed; verify and process travel reimbursement requests; complete title work for institutional vehicles; monitor and maintain maintenance contracts on institution-owned equipment.

Enter bids on IPS website; send bids to Division of Purchase and Contract (P&C) and to the North Carolina Interactive Purchasing System; assist faculty and staff with access to P&C website; assist with opening and distributing incoming and outgoing correspondence.

Prepare quarterly and semi-annual reports to send to North Carolina Community System and to the Office for Historically Underutilized Businesses; type, file, and distribute information documents to faculty and staff.

Assist in problem resolution for fax machine, copier, and postage machine.

Provide necessary copier counts to vendors in order to sustain maintenance agreements.

Flag equipment purchases appropriately during purchase order creation.

Address any outstanding invoice and/or credits on incoming statements.

Verify proper purchasing flexibility is documented at the eProcurement level.

Marginal Functions

Assist with registration and graduation when necessary.

Provide assistance to students, staff and the general public.

Participate in professional development activities and required employee training.

Perform other duties as assigned.

This position description covers the most essential functions and duties associated with this position. The President or appropriate supervisory personnel may assign additional duties. The College reserves the right to alter duties, responsibilities, conditions, working hours, and job title with or without notice.

Qualifications and Working Conditions Knowledge of

Operations, services and activities of a purchasing program within a college setting.

Complex principles and practices of purchasing.

Contract rules and regulations.

English usage, spelling, grammar and punctuation.

Modern office procedures, methods and computer equipment.

Principles and procedures of bookkeeping, financial recordkeeping, and reporting.

Pertinent federal, state and local laws, codes and regulations.

Principles of accounting.

Ability to

Prepare clear and concise reports.

Communicate clearly and concisely, both orally and in writing.

Operate a variety of office and computer equipment.

Maintain accurate records and controls.

Establish and maintain effective working relationships with those contacted in the course of work including campus officials and the general public.

Environmental Conditions

The employee should have the ability to effectively handle a work environment and conditions which involve an office and classroom workspace, working closely with others.

The employee must maintain the office environment by maintaining equipment and supplies, ensuring overall cleanliness, functionality and conformance to OSHA standards to provide a safe work environment.

Physical Conditions

Physical and marginal functions require the ability to maintain physical condition appropriate to the…