What are the responsibilities and job description for the Purchasing Specialist I position at Winston-Salem State University?
Position Details
Classification Information
Position Classification Title
Purchasing Specialist I
FLSA
Exempt
Position Class
0100X
Position Overview
Position Summary
Purchasing Specialist performs a variety of purchasing, sourcing, contracting and other duties for the University including the purchase of general consumables as required by University departments to maintain a constant flow of materials and supplies to assigned areas on and off campus.
Essential Duties and Responsibilities
The Purchasing Specialist will routinely receive, review, and process purchase requisitions for goods and services related to their assigned commodities; in doing so, the individual in this role will be responsible for determining the appropriate and necessary actions required for the acquisition of such goods and services. From time to time, this may involve the management of bidding events, to include: preparation of solicitation documents (IFB, RFP, RFQ, RFI), issuance or posting of the solicitation, review and tabulation of responses received, and posting of bid awards.
The Purchasing Specialist will be responsible for accurately issuing purchase orders up to $250,000 in value for required goods and services. In an effort to ensure that the University is obtaining the maximum value on each procurement dollar, the Purchasing Specialist will be responsible for promoting the University’s values related to purchasing. This work involves managing all procedural aspects of procurement activities within State and Federal laws, North Carolina Division of Purchase & Contract rules and regulations, as well as University policies and procedures.
Regular communication with internal and external customers and stakeholders will be required, as needed. This may involve negotiation between parties, verification of the availability of funds, advising management on proper procedures, and providing input into sourcing opportunities.
Additionally, the Purchasing Specialist may be tasked in assisting with auxiliary functions, such as Purchasing Card activities and eProcurement System Support testing and development.
Desired Minimum Qualifications Education and Experience:
Essential Duties and Responsibilities
The Purchasing Specialist will routinely receive, review, and process purchase requisitions for goods and services related to their assigned commodities; in doing so, the individual in this role will be responsible for determining the appropriate and necessary actions required for the acquisition of such goods and services. From time to time, this may involve the management of bidding events, to include: preparation of solicitation documents (IFB, RFP, RFQ, RFI), issuance or posting of the solicitation, review and tabulation of responses received, and posting of bid awards.
The Purchasing Specialist will be responsible for accurately issuing purchase orders up to $250,000 in value for required goods and services. In an effort to ensure that the University is obtaining the maximum value on each procurement dollar, the Purchasing Specialist will be responsible for promoting the University’s values related to purchasing. This work involves managing all procedural aspects of procurement activities within State and Federal laws, North Carolina Division of Purchase & Contract rules and regulations, as well as University policies and procedures.
Regular communication with internal and external customers and stakeholders will be required, as needed. This may involve negotiation between parties, verification of the availability of funds, advising management on proper procedures, and providing input into sourcing opportunities.
Additionally, the Purchasing Specialist may be tasked in assisting with auxiliary functions, such as Purchasing Card activities and eProcurement System Support testing and development.
Desired Minimum Qualifications Education and Experience:
- A Bachelors degree, or Associates degree and two years of related experience; or equivalent combination of training and experience. All degrees must be received from an appropriately accredited institution.
- Previous accounting, purchasing, business, computer training combined with data entry experience or formal training would provide the skill base necessary in order to learn the job.
- At least one year of prior experience in a purchasing role for a higher education University or College preferred.
Professional Expertise & Industry Knowledge:
- Thorough knowledge of State and Federal Purchasing rules and regulations governing the area of work.
- Thorough knowledge of applicable sources, prices, market factor and product characteristics of commodities/contracts.
- Knowledge to participate in the selection and adaptation of information technology and internal controls to meet work needs.
- Thorough knowledge of the organization, its mission, its relationship with clients and constituents.
- Possession of professional skill and/or knowledge of large-scale purchasing, laws, practices, and purchasing methods and procedures.
- Develops knowledge of applicable sources, prices, market factors, and product characteristics, commodities and/or services.
- Develops and processes solicitation documents using standard State of NC templates.
- Coordinates the development of solicitation documents (IFB, RFP, RFQ, RFI), scopes of work, provisions, based on departments and subject matter experts input.
- Manages pre-solicitation conferences, pre-bid and proposal conferences, and site results and consults with departments.
- Coordinates amendments and certifies the correctness of solicitations and awards
Coordination of Work:
- Ability to independently administer and review work for compliance of moderate complexity and/or scope.
- Ability to execute work of moderate complexity and/or scope.
- Ability to analyze and determine appropriate purchasing methods and/or alternative course of action.
- Ability to maintain complex records to prepare reports and tabulations.
Negotiation:
- Ability to independently identify issues of moderate complexity and/or scope, assess position of each party, and explore alternatives and facilitate resolution.
Client/Customer Service:
- Ability to develop and maintain strong relationships with departmental personnel, vendors and other customers/clients.
- Ability to utilize appropriate method of communication to convey pertinent information.
Managing Work and Performance:
- May require the ability to ensure that policies and procedures are properly communicated and enforced.
- Will be required to train the campus when needed/required.
Position Information
Position Number
070243
Working Position Title
Purchasing Specialist I
Building and Room No.
1604-B Lowery Street, Room 114
Appointment Type
Permanent Full-Time
If Time Limited.
Appointment Length.
Requirements and Preferences
Position required to work during periods of adverse weather or other emergencies
Not Mandatory
Normal Work Schedule
Monday through Friday, 8am to 5pm (or as needed in order to get the work accomplished)
Department Required Skills
Preferred Years Experience, Skills, Training, Education
Bachelor’s degree or Associate’s degree with an emphasis in Business or Accounting preferred, or equivalent combination of training and experience. All degrees must be received from appropriately accredited institutions.
Two years of experience in procurement is preferred, preferably in the public sector, with specific experience in the preparation of solicitations for the purchase of commodities and services, and in using automated procurement procedures.
Experience in working with Facilities Operations or Information Technology Services commodities is desired.
Professional Certification by a recognized organization preferred, including: Certified Professional in Supply Management (CPSM), Certified Purchasing Management (CPM), Certified Public Purchasing Officer (CPPO), or Certified Professional Public Buyer (CPPB).
Strong verbal and written communication skills as well as excellent interpersonal skills are required.
Computer literacy is required.
Two years of experience in procurement is preferred, preferably in the public sector, with specific experience in the preparation of solicitations for the purchase of commodities and services, and in using automated procurement procedures.
Experience in working with Facilities Operations or Information Technology Services commodities is desired.
Professional Certification by a recognized organization preferred, including: Certified Professional in Supply Management (CPSM), Certified Purchasing Management (CPM), Certified Public Purchasing Officer (CPPO), or Certified Professional Public Buyer (CPPB).
Strong verbal and written communication skills as well as excellent interpersonal skills are required.
Computer literacy is required.
Required License or Certification
Valid US Driver's License
No
Commercial Driver's License Required
No
Physical Required
No
List any other medical/drug tests required
Posting Details
Posting Details
Internal Posting Only
No
Time Limited Position
No
Appointment Length
12 months
Salary
Commensurate with education and experience
Open Date
02/28/2025
Close Date
Open Until Filled
Yes
Special Instructions Summary
Please Note: A criminal background check will be conducted on candidate finalist prior to the offer of employment.
If no applicants apply who meet the required competency and T&E requirements, then management may consider other applicants. Salary would be determined based on competencies, equity, budget, and market considerations.
Resumes will not be accepted in lieu of completing an electronic application. The application must be competed in full detail (including work history) for your qualifications to be considered.
Failure to complete the application completely may result in you not being considered for the vacant position.
Your application for the position will not be complete until you receive an online confirmation number at the end of the process of applying for a position.
If you have general questions about the application process, you may contact Human Resources at OHR@wssu.edu. Individuals with disabilities requiring disability-related accommodation in the application and interview process, please call 336-750-2834
Salary : $250,000
