Prairie State College
Director of Purchasing
PayCompetitive
LocationChicago Heights/Illinois
Employment typeFull-Time
This job is now closed
Job Description
- Req#: 4032
- Responsible for College public bid process including consulting with College administration and staff according to Board policy and Illinois Community College Board (ICCB) regulations. Represent the College at bid openings. Manages and consults with College administrators, managers, faculty and staff, on procurement/ bid processes.
- Oversees bid process and makes bid recommendations to the Administration.
- Responsible for the College purchase order system including training and consulting with College administration, faculty and staff, according to Board policy and ICCB regulations.
- Manage the College office supply on-line system, including billing, training and consulting with college administration and staff following Board Policy for procurement and approvals
- Manages the purchase order, requisition, and shipping/receiving following existing guidelines and approval process.
- Creates and set-up new vendors for purchasing.
- Ensures suspended and debarred vendors are checked and/or validates for all federal contracts and grants.
- Under the purview of the Governor this position shall file an annual report with Business Enterprise Program (BEP) of the College’s utilization of certified firms owned by minorities, women, and persons with disabilities during the preceding State fiscal year.
- Manage the daily activities for the efficient centralized functioning of the Purchasing Department, establish work flow priorities and coordinate turnaround time, including procurement of goods and services. Includes implementation and ongoing management of the Purchasing external and internal web pages.
- Establish bid opening dates, advertise, and prepare bid specifications for Board approved purchases, review same with staff personnel and conduct public bid openings. Attend all pre-bid and bid opening meetings. Review and evaluate bid results and recommend bidders.
- Solicit quotes and utilize established governmental agreements in accordance with established Board Policies and Procedures.
- Act as a liaison between College staff and vendors on rate adjustments and incorrect materials and follows-up on orders to expedite deliveries and return authorization to resolve questions and problems
- Act as system administrator for the electronic procurement system, creating and deleting user access, work-flow routs and approver routes.
- Procurement Card Administrator: manage College’s procurement card; issue cards to new users; track user database; ensure accuracy of account codes; review transactions and report abuse; analyze and maintain monthly records of usage and expenditures.
- Maintain adequate knowledge regarding various state laws, purchasing acts, provisions, policies and procedures pertaining to public procurement.
- Approves invoice vouchers and vendor payments for price and term discrepancies in accordance with procedure.
- Works with Accounts Payable to ensure timely and correct acquisition and payment.
- Reviews transactions to prevent over-expenditures of budget and unauthorized purchases.
- Coordinates with Facilities the selection and replacement of fixtures, finishes and equipment for campus wide projects, new and existing.
- May attend Board of Trustee meetings as required by the Chief Financial Officer.
- Receives all vendor representatives and interviews sales people to keep abreast of business trends, new product development and establish new competitive sources.
- Assist with other duties as assigned.
- A bachelor’s degree in business or public administration, finance and accounting, or related field.
- Three-five years of related experience.
- Proficiency with MS Excel required and computerized accounting systems.
- Ability to develop, analyze and interpret policy and procedures, as well as financial data.
- Effective oral and written communication skills.
- Demonstrated oral and written communication skills.
- Master’s degree in business or public administration, finance and accounting, or related field.
- Experience working in a community college setting.
- Experience with Ellucian/Colleague system or other ERP system.
- Knowledge of purchasing systems.
Posting Details
Posting DetailsPosting Number S0352P Classification Manager DBM Rating Position Number 083 Position Title Director of Purchasing Position Type Managerial Status of Position Staff - Full Time Union Non-Union FLSA Exempt Position Summary The Director of Purchasing is vital to the success of the procurement process at the college. The Director of Purchasing will manage the daily activities for the procurement of goods and services to provide a centralized purchasing function in accordance with established Board Policies and Procedures. The Director of Purchasing develops strategies to strengthen the purchasing power for the college. Maintains strict confidentiality of pertinent information.Reporting and Supervisory Relationships Direct reporting relationship to the Chief Financial Officer.Essential Responsibilities Other Duties and Responsibilities Working Conditions/Physical Requirements Employee is subject to indoor work, protected from weather conditions. Work is sedentary in nature and involves exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently/constantly in order to life, carry, push, pull or otherwise move objects.Minimum Qualifications
Preferred Qualifications Anticipated Work Hours and Days Monday through Friday; 8:00 a.m. to 4:30 p.m.Salary minimum starting-$60,492; salary commensurate with experience Posting Date 10/03/2023 Closing Date Open Until Filled Yes Special Instructions to Applicants All applications must be submitted electronically.About the company
Prairie State College is a public community college in Chicago Heights, Illinois.