Purchasing Coordinator

Department: Business Office

Job Status: 1.0FTE

FLSA Status: Non-exempt

Reports To: AVP for Business Affairs

Grade/Level: N/A

Amount of Travel Required: None

Work Schedule: M-F; 8:30 a.m. to 5:00 p.m.; 12 months; Evenings and weekends as required.

Positions Supervised: None

POSITION SUMMARY:

Facilitates and coordinates the College’s purchasing and procurement processes by implementing and developing strategies to ensure the timely and cost-effective acquisition of goods and services necessary for the College’s daily operations. Builds and maintains relationships with vendors. Demonstrates responsiveness to the AVP for Business Affairs and the VP for Business Affairs. Performs essential functions personally, through others, or in conjunction with designated personnel or outside vendors/experts.

ESSENTIAL FUNCTIONS (Duties and Responsibilities):

Reasonable Accommodations Statement

Reasonable Accommodations may be made to enable qualified individuals with physical or mental disabilities that substantially limit one or more “major life activities” to perform the essential functions. Essential functions exclude Other Job Function Statement(s).

Essential Functions Statement(s) To fully meet job expectations, the incumbent must perform each function in a fully acceptable manner.

Prepares and processes purchase orders and requisitions by receiving, auditing, distributing, and placing orders. Collects bid exemption forms as necessary. Assists with tracking lost or overdue orders.

Prepares and disseminates purchasing office correspondence, as needed, to include: outstanding purchase orders, yearly reminders of purchase order deadlines, etc.

Establishes new Vendors by submitting credit applications, using financial info and amounts requested (determined by person requesting purchase, finalized by Purchasing Coordinator), tax exempt certification/letter, and providing tax exempt certification/letter.

Oversees use of college and departmental purchasing cards to include placing orders, audit, reconciliation and training.

Provides required forms 1099 and or 1096 by Federal deadline. Maintains vendor 1099 status and records. Processes and maintains form 1042.

Records, assists with, and maintains college vehicle inventory documentation including, but not limited to: registration renewals and inspections, sale ads, pricing, transfer of ownership.

Other Job Function Statement(s) To fully meet job expectations, the incumbent must perform each function in a fully acceptable manner.

Generates usage records for copiers and works with Controller to bill back to users.

Assists or serves as backup for the Accounts Payables position.

Other Duties as assigned

POSITION QUALIFICATIONS: (The minimum knowledge, skills, abilities, licenses, certifications, and behaviors necessary to perform the essential functions of the job at a fully acceptable level.)

KNOWLEDGE (Defines the mental aspects of the job. Knowledge is obtained through education, experience, training, licensure, certification, or through a combination of the aforementioned.)

Minimum: High School Diploma or equivalent. Two years related experience

Desired:

LICENSE or CERTIFICATION (To include, but not limited to: State requirements, e.g., counselor or nurse; professional certification in a specified discipline, e.g., Certified Public Accountant.) (N/A)

SKILLS(The application of knowledgeby the manual, verbal, or mental manipulation of data, words, people, or things necessary to fully meet job expectations of the essential functions.)

To fully meet job expectations, the incumbent must:

· utilize Microsoft Office (Word, Excel, Outlook, PowerPoint) or appropriate alternative software to the extent required to effectively perform the essential functions;

· communicate effectively using a variety of styles and techniques appropriate to inform or persuade the intended audience.

ABILITIES(Natural talents, developed proficiencies, and or other job-related requirements. This section includes observable behaviors or behaviors that produce observable results necessary to fully meet job expectations of the essential functions.)

To fully meet job expectations, the incumbent must have the ability to:

Maintain regular and consistent attendance.

Use cognitive skills to solve problems, develop, plan and implement goals, organize work or assigned projects.

Maintain good working relations with students/staff, faculty and with salesperson/vendors;

Follow instructions and/or guidelines.

Organize daily work or assigned projects.

Pay attention to details.

Accept change and considerable variety in the workplace.

Maintain confidentiality regarding sensitive matters.

Acquire and apply new knowledge through personal development, research, on the job experience, training or education.

Seek and recommend ways to improve processes.

Work with or deal effectively with all levels of employees and other constituents of the college.

Work under pressure while maintaining a professional demeanor.

Model high standards of honesty, integrity, trust, and ethical behavior.

BEHAVIORS (Required by the institution of all employees within a classification (exempt, nonexempt, managerial/supervisory) necessary to fully meet job expectations of the essential functions and are formally reviewed during the annual performance evaluation process.)

To fully meet job expectations, the incumbent must demonstrate the following:

• Productivity - Completes all assignments on a timely basis.
• Accuracy - Ability to perform work accurately and thoroughly.
• Teamwork - Willingness and ability to work with others.
• Service Orientation - Exhibits a 'customer friendly' demeanor with internal and external customers.
• Attendance - Misses few days of work.
• Punctuality - Arrives on time.

The following represent the physical requirements of the essential job functions: Physical activities required are finger dexterity necessary to operate equipment used in the position, talking, seeing and hearing. Walking, sitting, bending/stooping, pushing/pulling and minimal unassisted lifting (up to 20 pounds) associated with the job duties is required.

WORK ENVIRONMENT:Typical office environment.

Disclaimer: The College has reviewed this post to ensure that essential functions and basic duties have been included. It is intended to provide guidelines for job expectations and the employee's ability to perform the position described. It is not intended to be construed as an exhaustive list of all functions, responsibilities, skills and abilities. Additional functions and requirements may be assigned by supervisors as deemed appropriate. This document does not represent a contract of employment, and the College reserves the right to change this job description and/or assign tasks for the employee to perform, as the College may deem appropriate.

Job Type: Full-time

Expected hours: 40 per week

Benefits:

• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid parental leave
• Paid time off
• Prescription drug insurance
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• Monday to Friday

Ability to Commute:

• Sherman, TX 75090 (Required)

Work Location: In person