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Coordinator of Purchasing - Internal Applicants Only

Employer
McHenry County College
Location
Crystal Lake, IL, IL

View more

Employment Type
Full Time
Institution Type
Community College

Job Details

Work Week

40 Hours | Flexible schedule to meet department needs to include evenings and weekends.

Position Summary

Insurance Program(s)

  • Review insurance coverage (liability, casualty, worker’s compensation, etc.) in consultation with the Illinois Community College Risk Management (ICCRMC) consultant to ensure that appropriate coverage levels are in place to protect the College from loss at a reasonable cost
  • Work with the CFO to coordinate the renewal of all property, casualty, and liability insurances (liability, casualty, worker’s compensation, etc.)
  • Work with the CFO on developing and implementing risk management activities to reduce exposure to loss and in conjunction with Human Resources, Facilities, IT, Safety Committee, and ICCRMC, and others as necessary
  • Timely processing of claims in collaboration with the College attorney, Human Resources, Facilities, CFO, and insurance consultant as necessary
  • Monitor and maintain a vehicle insurance compliance program
  • Coordinate and evaluate the usage of College-owned and rented vehicles.
  • Purchasing
  • Develop and maintain College purchasing procedures to ensure efficient operations and compliance with applicable Board Policy and State of Illinois Statutes
  • Develop and update the College’s purchasing strategy and implement purchasing processes. Train personnel on purchasing processes and procedures
  • Implement and maintain technology, including the College’s ERP, to maximize system usage and provide a process that streamlines the purchasing process
  • Review and approve purchase orders
  • Schedule deliveries and ensure timely fulfilment of orders
  • Maintain record of goods ordered and received
  • Evaluates prospective vendors based on quality, timeliness, and price
  • Monitor College purchasing activity to ensure compliance with College procedures, Board Policy, and State of Illinois Statutes
  • Coordinate the submission of Board Reports for purchase approvals with the requesting department
  • Review and maintain the College’s memberships and participation in purchasing groups and consortia to ensure efficient procurement of goods and services
  • Evaluates opportunities to improve inventory and supply needs across the campus
  • Bids/Contracts
  • Develop formal bid and Request for Proposal/Qualifications (RFP and RFQ) documents, when required, for College purchases
  • Prepare and update the College website regarding anticipated bids, proposals, and approvals
  • Review all College contracts (for renewal terms, payment terms, insurance clauses, etc.) before submission to Chief Financial Officer/Treasurer for final approval
  • Negotiate prices and contracts with College vendors
  • Other
  • State reporting for Business Enterprise Program and other agency compliance as required
  • Payment for postal usage and mail related equipment leases
  • Coordinate, in conjunction with appropriate departments, the College’s capital asset procedures, disposal of assets, surplus goods, reporting, and valuation of fixed assets
  • Provide backup coverage and support for payroll, grants, and fixed asset
  • Assist the Business Affairs area with the annual audit and year end processing
  • Maintain currency in trends in procurement and purchasing processes, procedures, technology, and accounting trends
  • Work collaboratively with others (e.g. colleagues, stakeholders, vendors) to accomplish functions and responsibilities in carrying out the mission of the college
  • Assembles departmental budget
  • Coordinates the daily activity of the Business Services Specialist
  • Assume additional duties as assigned by immediate supervisor
  • Essential Job Functions and Responsibilities

    Insurance Program(s)

  • Review insurance coverage (liability, casualty, worker’s compensation, etc.) in consultation with the Illinois Community College Risk Management (ICCRMC) consultant to ensure that appropriate coverage levels are in place to protect the College from loss at a reasonable cost
  • Work with the CFO to coordinate the renewal of all property, casualty, and liability insurances (liability, casualty, worker’s compensation, etc.)
  • Work with the CFO on developing and implementing risk management activities to reduce exposure to loss and in conjunction with Human Resources, Facilities, IT, Safety Committee, and ICCRMC, and others as necessary
  • Timely processing of claims in collaboration with the College attorney, Human Resources, Facilities, CFO, and insurance consultant as necessary
  • Monitor and maintain a vehicle insurance compliance program
  • Coordinate and evaluate the usage of College-owned and rented vehicles.
  • Purchasing
  • Develop and maintain College purchasing procedures to ensure efficient operations and compliance with applicable Board Policy and State of Illinois Statutes
  • Develop and update the College’s purchasing strategy and implement purchasing processes. Train personnel on purchasing processes and procedures
  • Implement and maintain technology, including the College’s ERP, to maximize system usage and provide a process that streamlines the purchasing process
  • Review and approve purchase orders
  • Schedule deliveries and ensure timely fulfilment of orders
  • Maintain record of goods ordered and received
  • Evaluates prospective vendors based on quality, timeliness, and price
  • Monitor College purchasing activity to ensure compliance with College procedures, Board Policy, and State of Illinois Statutes
  • Coordinate the submission of Board Reports for purchase approvals with the requesting department
  • Review and maintain the College’s memberships and participation in purchasing groups and consortia to ensure efficient procurement of goods and services
  • Evaluates opportunities to improve inventory and supply needs across the campus
  • Bids/Contracts
  • Develop formal bid and Request for Proposal/Qualifications (RFP and RFQ) documents, when required, for College purchases
  • Prepare and update the College website regarding anticipated bids, proposals, and approvals
  • Review all College contracts (for renewal terms, payment terms, insurance clauses, etc.) before submission to Chief Financial Officer/Treasurer for final approval
  • Negotiate prices and contracts with College vendors
  • Other
  • State reporting for Business Enterprise Program and other agency compliance as required
  • Payment for postal usage and mail related equipment leases
  • Coordinate, in conjunction with appropriate departments, the College’s capital asset procedures, disposal of assets, surplus goods, reporting, and valuation of fixed assets
  • Provide backup coverage and support for payroll, grants, and fixed asset
  • Assist the Business Affairs area with the annual audit and year end processing
  • Maintain currency in trends in procurement and purchasing processes, procedures, technology, and accounting trends
  • Work collaboratively with others (e.g. colleagues, stakeholders, vendors) to accomplish functions and responsibilities in carrying out the mission of the college
  • Assembles departmental budget
  • Coordinates the daily activity of the Business Services Specialist
  • Assume additional duties as assigned by immediate supervisor
  • Required Qualifications

  • Bachelor’s Degree from a regionally accredited institution and/or three (3) years’ experience in purchasing and/or a related accounting/business field
  • Organization

     

    As a leading community college and an integral part of the Illinois system of higher education, McHenry County College (MCC) is dedicated to upholding a policy of open admissions, a comprehensive program of educational offerings, and maintenance of an informal and engaging student-oriented learning environment.

    Thrive in a dedicated and innovative team environment. Enjoy a rewarding career with generous benefits. Qualified applicants who are committed to excellence are encouraged to apply.

    At a Glance

    • provides credit and noncredit educational and training opportunities as well as special events for close to 60,000 participants annually. The college serves the seventh most rapidly growing county in Illinois and offers six associate's degrees and 17 Associate of Applied Science degrees.
    • also offers free adult education.
    • promotes a wide range of high-quality learning opportunities, enabling students to meet their educational, career and personal goals close to home at an affordable price.

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