Manager, Purchasing Services

Location
Albany, Oregon
Posted
May 11, 2021
Institution Type
Community College

Serves as the primary resource and authority on procurement law and its impact on college contracting, purchasing, and planning. Performs a full range of specialized and technical duties associated with purchasing of supplies, services, materials and equipment for the college. Evaluates procurement related college contracts for statutory compliance and financial impact.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Ensures college policies and procedures are in compliance with all applicable laws and purchasing statutes. Recommends policy and administrative rule changes accordingly to college leadership. Develops and maintains system for quote and competitive bid thresholds/solicitations and ensures compliance through departmental communication and training.

Serves as primary authority for centralized and decentralized purchasing. Provides technical assistance to college staff on procurement matters. Trains buyers and answers inquiries on use of BANNER purchasing module. Trains and assists staff in development and preparation of quotations and bid specifications. Develops standardized formats for bid items. Continually monitors the process to ensure compliance.

Oversees processing of purchase orders and handles problems encountered by buyers and vendors when necessary. Prepares and enters purchase orders when appropriate. Approves all purchase orders over $4,999 electronically after receiving all necessary documentation from responsible buyers. Assists with requests for quotations under $100,000 and prepares all bids/RFPs $100,000 and above.

Engages with leadership across college to plan and coordinate major purchases and projects for both construction and equipment procurement. Provides authoritative guidance on legal, ethical, and procedural concerns. Prepares bid documents for purchase of all items in excess of $99,999 including researching, writing and preparing bid documents and advertisements. Opens bids, analyzes and evaluates costs, prepares recommendations to board, writes award letters and negotiates terms and conditions. Maintains all related records and reports.

Prepares all public works bids working closely with architects, consultants, building/project contacts and project manager to maintain compliance with state and federal public works laws. Maintains public works project files including payroll submissions, certificates of liability, worker’s compensation insurance, change orders, etc. Prepares reports on each project for BOLI.

Oversees and coordinates the institution’s procurement-related contracts. May include direct contact with contract, lease, facility use providers, professional service providers, vendors, and partners to negotiate, clarify, and/or finalize details of contracts and agreements. Evaluates contracts for statutory compliance and financial impact. Ensures all contractual requirements are assumed by departments/programs and all specific needs are accurately reflected. Ensures currency and timely renewal of all agreements.

Provides secondary support for the Accounts Payable Coordinator to administer the college purchasing card (P-card) program including, but not limited to, maintaining online system, user training, and new card issuance.

Reviews and analyzes requests to pay individuals as independent contractors, ensuring they meet the IRS criteria. Collaborates with department leadership and Human Resources, to clarify the type of services rendered, and the nature of the employment relationship.

Maintains and communicates approved and standardized commodities. Researches and solicits information and quotations as needed to maintain a list of quality, frequently purchased items. Monitors Oregon state price agreements for commonly used commodities and services which would benefit the college. Develops and maintains system for departmental communication and participation in relevant price agreements and consortiums. Maintains related files and processes reports as needed.

Coordinates sale of surplus/excess property through public sealed bids and other approved methods.

Provides research assistance. Adds new vendors to system, negotiates purchases, qualifies vendors, and handles complaints and protests.

Provides backup to accounts payable process when needed.

Performs other related duties as assigned.

QUALIFICATIONS:

Position requires an AA/AS degree with major course work in procurement, business administration or a related field, plus related experience equivalent to three years full-time, preferably encompassing a wide variety of purchasing activities in an educational setting; or a BA/BS degree in a related field plus one-year related experience; or the equivalent combination of education and experience that would enable performance of the full scope of the position.

Requires a thorough knowledge of the complex and highly technical methods and procedures used in the purchasing of school supplies, equipment, and services plus the methods of procurement specification development. Requires considerable knowledge of the types and sources of supplies, materials, equipment, and services commonly used in a community college. Must be familiar with sources of supplies, solicitors, and marketing practices. Must be knowledgeable of relevant state statutes and regulations and college policies and administrative rules relating to materials purchasing. Requires knowledge of IRS regulations related to independent contractors versus employee rules. Must be familiar with modern office technology, practices, and equipment pertinent to purchasing. Requires personal computer and software skills including word processing, spreadsheet, management information systems, EDI, and electronic procurement. Knowledge and experience working with BANNER finance system is preferred.

Requires the ability to independently perform all of the essential duties of the position effectively and efficiently. Must be able to develop highly technical bid documents. Must be able to apply administrative and departmental policies and regulations. Must be able to interpret and apply laws, rules and regulations affecting college purchasing operations. Must be able to plan and prioritize work to meet schedules and timelines. Requires the ability to operate keyboard, typewriter, and 10-key with efficiency and accuracy. Requires the ability to handle confidential information and records. Requires strong communication skills to interact both formally and informally with a wide range of contacts, both inside and outside of the college setting. Ability to work in a team environment.

Minimal physical exertion is generally required. Learned physical skill is required to perform keyboarding and 10-key functions. Must be able to use a computer. Must be able to communicate effectively in person, over the phone and in front of groups (for training).

Work is performed in an office environment with frequent interruptions. There is little or no exposure to health and safety hazards. Extensive time is spent working at a computer. Extended work hours may occasionally be required. Changes in performance and technological environment may require occasional upgrading of skills. Position is subject to pressures and periodic stress due to time lines and deadlines.

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