Purchasing Coordinator

Position Description Summary

Core Competencies and Qualifications

• Minimum of five years recent, progressively responsible, practical experience which must include experience in managing contracts, competitive procurement processes, and departmental staff.
• Experience using enterprise-wide, integrated software systems for procurement.
• Detail oriented and thorough in completing work tasks.
• Possess the physical ability to carry out assigned responsibilities (lift and carry a minimum of 50 pounds, push/pull material handling equipment, ascend/descend ramps, and stairs, etc.)
• Possess a valid driver’s license.
• Strong English language skills to communicate effectively (verbal and written) with employees and with external parties, such as delivery and freight company employees.
• Strong organizational skills and ability to work without constant supervision.
• Possess good judgment, maturity, dependability, honesty, high ethical standards, and a professional attitude.
• Understanding and commitment to HFC’s Mission.

• Master's degree in a related field and/or professional certifications, such as, Certified Procurement Manager (C.P.M.), Certified Professional in Supply Management (CPSM), or Certified Public Procurement Officer (CPPO).
• Bachelor’s degree in a related field is required.
• Significant experience in an institutional and/or educational environment utilizing a customer-oriented and service-centered approach.
• Experience using Ellucian Colleague financial software is desired.

• Accountability - Holds self and others accountable for measurable high-quality, timely, and cost-effective results. Determines objectives, sets priorities, and delegates work. Accepts responsibility for mistakes. Complies with established control systems and rules.
• Conscientiousness - Displays a high level of effort and commitment towards performing work; demonstrates responsible behavior.
• Continual Learning - Assesses and recognizes own strengths and weaknesses; pursues self-development.
• Contracting/Procurement - Knowledge of various types of contracts, techniques, or requirements (for example, Federal Acquisitions Regulations) for contracting or procurement, and contract negotiation and administration.
• Creative Thinking - Uses imagination to develop new insights into situations and applies innovative solutions to problems; designs new methods where established methods and procedures are inapplicable or are unavailable.
• Customer Service - Works with clients and customers (that is, individuals who use or receive the services or products that your work unit produces, including the general public, individuals who work in the College, or organizations outside the College) to assess their needs, provide information or assistance, resolve their problems, or satisfy their expectations.
• Decisiveness - Makes well-informed, effective, and timely decisions, even when data are limited or solutions produce unpleasant consequences; perceives the impact and implications of decisions.
• External Awareness - Identifies and understands economic, political, and social trends that affect the organization.
• Integrity/Honesty - Contributes to maintaining the integrity of the organization; displays high standards of ethical conduct and understands the impact of violating these standards on an organization, self, and others; is trustworthy.
• Negotiation - Works with others towards an agreement that may involve exchanging specific resources or resolving differences.
• Organizational Awareness - Knows the organization's mission and functions, and how its social, political, and technological systems work and operates effectively within them; this includes the programs, policies, procedures, rules, and regulations of the organization.
• Partnering - Develops networks and builds alliances; collaborates across boundaries to build strategic relationships and achieve common goals.
• Planning and Evaluating - Organizes work, sets priorities, and determines resource requirements; determines short- or long-term goals and strategies to achieve them; coordinates with other organizations or parts of the organization to accomplish goals; monitors progress and evaluates outcomes.
• Problem Solving (Leaders) - Identifies and analyzes problems; weighs relevance and accuracy of information; generates and evaluates alternative solutions; makes recommendations.
• Resilience - Deals effectively with pressure; remains optimistic and persistent, even under adversity. Recovers quickly from setbacks.
• Self-Management - Sets well-defined and realistic personal goals; displays a high level of initiative, effort, and commitment towards completing assignments in a timely manner; works with minimal supervision; is motivated to achieve; demonstrates responsible behavior.
• Teamwork - Encourages and facilitates cooperation, pride, trust, and group identity; fosters commitment and team spirit; works with others to achieve goals.
• Written Communication - Writes in a clear, concise, organized, and convincing manner for the intended audience.

Essential Duties and Responsibilities including but not limited to

• Administer the procurement of designated supplies, equipment, and services for the College.
• Oversee the Receiving operation.
• Oversee the Mailroom operation.
• Research and prepare bid specifications; analyze bids and quotations; and recommend bid awards.
• Manage vendors to resolve conflicts or questions on prices, specifications or returned goods.
• Issue and assure the accuracy of purchase orders.
• Monitor and expedite orders to assure delivery by required dates.
• Develop and implement plans, policies, and goals to keep the Purchasing Department current with the latest purchasing practices.
• Negotiate purchase contracts and prices to the best advantage of the College.
• Control and maintain purchasing records.
• Establish and maintain sources of supply and proper vendor relations.
• Maintain master vendor bid lists and catalog reference files.
• Research and provide information to College personnel for goods and services as needed.
• Maintain and update the purchasing software system (Colleague).
• Manage the progress and flow of requisitions, purchase orders, and blanket orders through the purchasing system (Colleague).
• Review, analyze, and update as needed the budget account numbers entered in requisitions (Colleague).
• Prepare newspaper advertisements for bids.
• Prepare Board reports for contract awards.
• Train staff and department users in purchasing procedures and practices (Colleague).
• Manage and coordinate campus-wide service and maintenance plans for all College equipment.
• Manage construction bids and coordinate related activities with Facilities Services.
• Manage and coordinate Food Vending contracts.
• Manage and coordinate Copier contracts.
• Perform other related duties as assigned.

Additional Information

While we have attempted to capture the core functional responsibilities in the role, the statements contained in this job announcement reflect general details as necessary to describe the principal functions of this job, the level of knowledge and skill typically required, and the scope of responsibility. It should not be considered an all-inclusive listing of work requirements. Therefore, performing additional job-related duties not listed above may be required as assigned. For applicants viewing this ad from an external site, please go to hfcc.edu/jobs to apply.