Purchasing Specialist
Piedmont Community College (NC), Roxboro, NC, United States
Under general supervision, an employee in this position will manage, direct, and perform all aspects of the procurement of goods and services in accordance with the guidelines issued by the NC Division of Purchasing and Contract, the Community College System Office, and the State Information Technology Services Division. Duties related to this position primarily focus on the interpreting and administering of local, state, and federal laws, regulations and guidelines governing procurement activities for the College. Duties assigned may vary according to the specific needs of the Division and/or allocation of workload.
Essential Duties
Oversees assignment of college p-cards and provides training to employees.
Reviews and processes requisitions for accuracy to ensure orders are compliant with the purchasing policies and procedures of both the College and the NC Division of Purchase and Contract.
Works with Administrative Services department to obtain product or service information such as price, availability, and delivery schedule as needed.
Contacts vendors and obtains competitive bids on materials, supplies and equipment in all areas where governmental regulations specify such procedures as needed.
Assists AP/Receiving with overdue purchase orders and rectifies discrepancies in shipments or invoices received.
Posts, tabulates, and awards bid solicitations in the NC Interactive Purchasing System (IPS).
Generates and prints purchase orders for all purchase requisitions to complete the approval process.
Creates new vendors in Colleague and collects W-9’s when necessary.
Locates and opens E-Procurement vendor files for direct pay invoices.
Serves as Administrator of the E-Procurement System, including set up, maintenance, approval flow, user training, order review, and troubleshooting of issues.
Maintains updated Purchasing procedures, including training employees on purchasing regulations, and conferring with college departments to solve technical problems pertaining to purchasing and contracts.
Maintains procurement and contract records and files as required, including the documenting, and submitting of the annual purchasing flexibility report, as well as the quality assurance inspection reports for equipment.
Prepares and submits quarterly HUB Report for goods and services to the Office for Historically Underutilized Businesses.
Maintains Fixed Assets system including depreciation.
Performs County and State bank reconciliations
Maintains equipment inventory records assigning state inventory numbers and installs information on new equipment purchases in Colleague
Monthly RJEs, AJEs as needed
Additional Duties
Cashier for all cash, checks, credit cards, and money orders for the College (as scheduled)
Cover Bookstore as scheduled
Oversee capital projects /grants
Handle tasks related to grants
Serve as Liaison for Works (P-Card)
Posts, tabulates and awards bid solicitation under supervision of Controller and CFO
Performs other duties as assigned, including projects and committee work.
Supervisory Responsibilities None
Minimum Qualifications
2 years of related purchasing experience; or any equivalent combination of training and experience.
Proficiency in Microsoft Office including Word and Excel.
Preferred Qualifications
Associate degree from a regionally accredited institution in Accounting, Business Administration, Finance or related field, with experience in a procurement-related field.
Previous experience with using the NC E-Procurement System.
Previous experience with using the Colleague software program.
Physical Demands This job requires continuously talking or hearing, frequently standing, frequently walking, frequently reaching with hands and arms, frequently gripping, or feeling with hands, typing/repetitive movement, occasionally climbing or balancing, occasionally stooping, kneeling, crouching, or crawling, occasionally sitting. Occasionally required to lift up to 25 pounds.
Working Conditions While performing the duties of this job, the employee may be exposed to indoor environment, noise, extreme temperatures, dust.
Health and Safety Standards All employees of Piedmont Community College who must enter an outside agency for the purpose of their work will be expected to adhere to the health and safety standards of that agency. This includes background checks, vaccinations, or any other requirements set forth by the agency.
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Essential Duties
Oversees assignment of college p-cards and provides training to employees.
Reviews and processes requisitions for accuracy to ensure orders are compliant with the purchasing policies and procedures of both the College and the NC Division of Purchase and Contract.
Works with Administrative Services department to obtain product or service information such as price, availability, and delivery schedule as needed.
Contacts vendors and obtains competitive bids on materials, supplies and equipment in all areas where governmental regulations specify such procedures as needed.
Assists AP/Receiving with overdue purchase orders and rectifies discrepancies in shipments or invoices received.
Posts, tabulates, and awards bid solicitations in the NC Interactive Purchasing System (IPS).
Generates and prints purchase orders for all purchase requisitions to complete the approval process.
Creates new vendors in Colleague and collects W-9’s when necessary.
Locates and opens E-Procurement vendor files for direct pay invoices.
Serves as Administrator of the E-Procurement System, including set up, maintenance, approval flow, user training, order review, and troubleshooting of issues.
Maintains updated Purchasing procedures, including training employees on purchasing regulations, and conferring with college departments to solve technical problems pertaining to purchasing and contracts.
Maintains procurement and contract records and files as required, including the documenting, and submitting of the annual purchasing flexibility report, as well as the quality assurance inspection reports for equipment.
Prepares and submits quarterly HUB Report for goods and services to the Office for Historically Underutilized Businesses.
Maintains Fixed Assets system including depreciation.
Performs County and State bank reconciliations
Maintains equipment inventory records assigning state inventory numbers and installs information on new equipment purchases in Colleague
Monthly RJEs, AJEs as needed
Additional Duties
Cashier for all cash, checks, credit cards, and money orders for the College (as scheduled)
Cover Bookstore as scheduled
Oversee capital projects /grants
Handle tasks related to grants
Serve as Liaison for Works (P-Card)
Posts, tabulates and awards bid solicitation under supervision of Controller and CFO
Performs other duties as assigned, including projects and committee work.
Supervisory Responsibilities None
Minimum Qualifications
2 years of related purchasing experience; or any equivalent combination of training and experience.
Proficiency in Microsoft Office including Word and Excel.
Preferred Qualifications
Associate degree from a regionally accredited institution in Accounting, Business Administration, Finance or related field, with experience in a procurement-related field.
Previous experience with using the NC E-Procurement System.
Previous experience with using the Colleague software program.
Physical Demands This job requires continuously talking or hearing, frequently standing, frequently walking, frequently reaching with hands and arms, frequently gripping, or feeling with hands, typing/repetitive movement, occasionally climbing or balancing, occasionally stooping, kneeling, crouching, or crawling, occasionally sitting. Occasionally required to lift up to 25 pounds.
Working Conditions While performing the duties of this job, the employee may be exposed to indoor environment, noise, extreme temperatures, dust.
Health and Safety Standards All employees of Piedmont Community College who must enter an outside agency for the purpose of their work will be expected to adhere to the health and safety standards of that agency. This includes background checks, vaccinations, or any other requirements set forth by the agency.
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