Purchasing Coordinator

Scope of Position

The Purchasing Coordinator is responsible for overseeing the procurement of goods and services for the College, ensuring that the purchasing process is efficient, cost-effective, and compliant with the policies and regulations of the institution and its governing bodies. The Purchasing Coordinator also prioritizes and prepares accounts payable invoices for payment review and subsequent voucher preparation.

Key Measurable Expectations (KMEs)

• Plan, organize, and coordinate all purchasing activities.
• Research and evaluate vendors, products, and services based on quality, price, availability, and delivery terms; providing information and pricing for requestors when needed.
• Prepare and process purchase orders, requisitions, invoices, and other documents related to purchasing.
• Ensure that the purchased goods and services meet the specifications and requirements of the requisition.
• Monitor and track the status of orders and deliveries.
• Maintain accurate and updated records of purchasing activities and expenditures.
• Ensure compliance with the laws, regulations, and ethical standards of the institution and its reporting agencies; Advise departments and team members on the procedure for Purchasing by Board policy and state law.
• Evaluate if a competitive bid is required and prepare and distribute bid opportunities to vendors.
• Analyze bids when appropriate and prepare analysis spreadsheets if needed.
• Prepare bid reports for Board meetings including but not limited to Requests to Bid and Bid Recommendations for Board approval.
• Verify receipt of orders, approve invoices for payment, and request invoices from vendors when necessary.
• Resolve any problems or disputes that may arise during or after the purchasing process.
• Suggest, develop, and implement new policies, procedures and best practices for purchasing.
• Communicate and maintain effective working relationship with current and prospective vendors.
• Collaborate and communicate with other departments, team members, and stakeholders regarding purchasing needs and issues.
• Assist in maintaining records for repairs and maintenance agreements of copiers.
• Provide training and guidance to individuals who may be involved in using and supporting the purchasing function.

Minimum Training and Experience Required to Perform Essential Job Functions

• Bachelor’s Degree in business administration or a related field.
• Two years of experience in purchasing, procurement, or a similar role, preferably in the education sector.
• Knowledge of principles, practices, laws and regulations of purchasing and procurement. Contract knowledge is a plus.
• Excellent communication and interpersonal skills.
• Strong analytical, problem-solving and organizational skills.
• High attention to detail, accuracy and quality.
• Ability to work independently and as part of a team.
• Ability to manage multiple tasks, prioritize and meet deadlines.
• Ability to handle confidential and sensitive information.
• Proficiency in Microsoft Office or similar applications; Knowledge of Ellucian Colleague is a plus.
• Data Entry and 10-key calculator experience.

Lewis and Clark Community College provides a complete benefits package to full-time team members, which includes:

• Accrued vacation leave, board approved holiday break, summer schedule with reduced work week, 13 holidays 1 floating holiday, personal leave, and sick leave;
• Health, Dental, Vision, Life insurance and Long-term Disability;
• Retirement through State Universities Retirement Systems (SURS);
• Tuition Benefits;
• Discounts at local stores and restaurants;
• Employee Assistance Program;
• St. Andrew's Senior Solutions.