Performs complex purchasing practices to include planning, organizing, coordinating and preparing specifications, procurement documents, negotiating contracts and maintaining detailed records of items purchased by the College. Responsible for the procurement of supplies, equipment, materials and services for the College in accordance with State Statutes, Board of Trustees Policies, and College procedures. Coordinates the training, testing and troubleshooting within the Purchasing module of the Oracle System. Coordinates the disposal of surplus equipment.
Independently coordinates work with various departments to assist with the development of solicitations including but not limited to Requests for Proposals (RFP), Requests for Information (RFI); Invitations to Bid (ITB), and Requests for Quotations (RFQ). Collaborates with internal customers and outside consultants to develop specifications.
Analyzes proposals for specification compliance; makes award related decisions based on data and best practices, and establishes contracts under the supervision of the Purchasing Manager. Conducts formal and informal bid openings. Responsibility will increase with experience.
Engages and updates appropriate internal and external participants as well as management throughout the purchasing decision making process.
Initiates bid/quote process for College for services, supplies and equipment; prepares bid documents and oversees the bid process; performs bid analysis and makes recommendations regarding purchases within areas of buying responsibilities.
Communicates effectively both orally and in writing regarding purchasing related issues to all levels of management.
Directs the day-to-day activities of student aides and temporary employees for effective utilization in Purchasing, Accounting, and the Business Office.
Develops contract specific language necessary to meet the needs of each solicitation document.
Guides end users in developing detailed evaluation criteria including qualitative appraisal and weighting of criteria based on the scope of work and departmental needs; provides assistance to evaluation committee on technical, procurement and procedural matters.
Leads the development of new opportunities for competitive purchasing, strategic contracting; cost savings and quality improvement studying price trends and researching market conditions keeping well informed of source of supply and new product developments.
Reviews propriety of requisitioned purchases with regard to Board of Trustees policies and State of Illinois Statutes and generates purchase orders.
Prepares formal procurement related correspondence and memoranda, prebid/proposal conference minutes, public notices, award recommendations, etc.
Ensures procurement files are up-to-date to include required documentation throughout the procurement process within areas of buying responsibilities.
Serves as liaison between Purchasing and departments in the establishment and clarification of purchasing procedures.
Maintains a high level of ethical behavior and confidentiality of information as may be appropriate and expected of this position.
Assists with resolving problems and issues arising from purchase of services, supplies and equipment with internal and external clients. Resolves discrepancies on shipments and invoices.
Under the direction of the Purchasing Manager determines proper procurement methods and recommends alternate procurement methods when appropriate.
Tests software changes in Oracle impacting the Purchasing Module. Reports findings and recommends system enhancements to the Purchasing Manager.
Acts as the lead for identifying diverse suppliers and tracking, reporting and achieving diversity goals. Remains knowledgeable of the regulatory requirements applicable to diversity goals and incorporating into purchasing documents appropriately;
Responsible for preparing routine and ad-hoc purchasing reports when required.
Assists with the coordination and disposal of surplus capital equipment, including recommendations to the Board of Trustees, tracking, record keeping, and sales according to State Statute and Board of Trustees Policy.
Attends continuing education training/seminars to remain abreast of changes impacting the profession and diverse suppliers.
Reviews and/ edits contents of Board Exhibits for Administrative Services as needed;
Serves as Back-up to purchasing staff as needed.
Performs other duties as assigned.