Purchasing and Risk Specialist

Description Summary

The Purchasing and Risk Specialist manages institutional purchasing and accounts payable activities and coordinates the College’s insurance programs. The position works with campus departments, vendors, insurance providers, and the Business Office to ensure efficient procurement and payment processes, appropriate insurance coverage, regulatory compliance, and adherence to College policies.

• Coordinate purchasing transactions with vendors and campus departments.
• Research and evaluate suppliers based on cost, quality, service, and delivery; assist with negotiations as needed.
• Solicit and analyze Requests for Proposals (RFPs) and Requests for Quotes (RFQs) as appropriate.
• Review and process purchase requisitions and create, distribute, and monitor purchase orders.
• Maintain purchase order records, monitor outstanding encumbrances, and facilitate special-order and capital purchases.
• Review vendor contracts and coordinate required approvals.
• Maintain purchasing policies, procedures, forms, and supporting documentation.
• Serve as a resource to faculty and staff on purchasing procedu res and requirements.

• Review invoices, payment requests, and supporting documentation for accuracy, appropriate coding, and policy compliance; match invoices to purchase orders and receiving records.
• Process vendor payments, manual checks, credit card transactions, and employee reimbursements.
• Manage staff Ramp (credit card) accounts and provide guidance on credit card transactions, receipt documentation, expense coding, transaction research, and purchases made on behalf of other departments.
• Maintain vendor records and W-9 documentation and coordinate annual 1099 reporting with the Business Office
• Maintain documentation related to prepaid expenses and purchasing decision trees.
• Serve as a resource for faculty and staff regarding purchasing and accounts payable procedures, coding, budget transfers, and related financial requests.

• Administer and coordinate the College’s institutional insurance programs and renewals, including property, liability, workers’ compensation, cyber, automobile, educator’s legal liability, and other applicable coverage.
• Serve as the primary contact for Certificates of Insurance and coordinate insurance requirements for vendors, contractors, events, facility users, and third-party providers.
• Coordinate insurance claim reporting, documentation, and follow-up through resolution.
• Monitor vendor compliance with contractual insurance requirements.
• Assist with insurance claim reporting and claim documentation, working with College departments and insurance carriers through claim resolution.
• Maintain records related to vehicle insurance, registrations, and insurance updates.
• Provide insurance-related reports and analysis to senior leadership as requested.
• Identify coverage issues or gaps and communicate recommendations to College leadership and insurance partners.

• Ensure purchasing, accounts payable, and insurance activities comply with College policies, internal controls, audit requirements, IRS regulations, and applicable laws.
• Assist with internal and external audits by providing requested documentation and reports.
• Support process improvement initiatives related to procurement, payments, and risk management.
• Assist the Associate Vice President and Controller and Vice President for Finance & Administration as needed.
• Perform other duties as assigned.

• Associate degree required; bachelor's degree preferred in Business Administration, Accounting, Finance, Risk Management, or related field.
• Three to five years of…