Purchasing Coordinator

JOB PURPOSE:

Under the direction of the Finance Director, coordinates purchasing, warehousing, asset inventory, surplus property, shipping and receiving activities. Responsible for compliance with all statutes, regulations, board policies and procedures pertaining to these areas. Provides direction on matters outside normal operating procedures. Establishes goals, priorities and standards. Coordinates long-range purchase planning and needs analysis to simplify and standardize services and commodities and to reduce fiscal year procurement costs.

This position description indicates in general the nature and levels of work, knowledge, skills, and abilities.  It is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities required or assigned to this position.

DUTIES AND RESPONSIBILITIES:

·         Coordinates, supervises and provides leadership to purchasing staff.

·         Assists College departments with procurement activities in accordance with Board policy and procedures.

·         Coordinates deliveries and installation to ensure standardization and prompt delivery for College programs.

·         Coordinates major purchases to achieve maximum cost savings, optimal performance, and high-quality standards.

·         Prepares federal, state and local governmental reports as required. Coordinates and participates in the preparation of financial and administrative reports for administration.

·         Assists Finance Director and Budget Manager in developing and administering budgets for purchasing, warehouse, shipping and receiving.

·         Provides input to the Finance Director on Board/Purchasing policies and procedures.

·         Works closely with administration, faculty and staff in researching complex commodities and services. In accordance with Board Policy and applicable laws, develops specifications for the purpose of soliciting bids/proposals from qualified vendors under the direction of the Finance Director. Distributes invitations for bids/proposals, advertises and sets bid/proposal opening dates. Receives and evaluates responses to determine successful vendor and prepares recommendations for the division VP/Provost on purchases requiring Board of Regents approval.

·         Responds to public information requests.

OPPORTUNITIES:

·         Develop and implement new processes and training tools for streamlining and automating purchasing processes and reducing inefficiencies.

·         Develop purchasing, shipping, receiving, warehouse and inventory policies and procedures to ensure cost effective, efficient operations.

MINIMUM QUALIFICATIONS

·         Associate's degree or two years related experience; or equivalent combination of education and experience. Minimum one year’s progressively responsible professional purchasing experience.

·         Knowledge of purchasing laws (federal, state and local) for public entities; knowledge of fund accounting and government accounting procedures is essential.

PREFERRED QUALIFICATIONS

·         Bachelor's degree in business, or closely related area.

·         Purchasing Certification.

·         Five or more year’s progressively responsible professional purchasing experience.

·         One-year supervisory experience.

·         Experience in a Community College or University setting.

·     Experience with Jenzabar software.

The Navajo Nation Preference in Employment Act applies to all hiring, promotions or transfers of individuals into this position. 

KNOWLEDGE, SKILL AND ABILITY REQUIREMENTS:

·         Knowledge of accounting and purchasing policies and procedures.

·         Knowledge of automated purchase order and payable systems.

·         Knowledge of fundamental warehouse or procurement procedures.

·         Knowledge of business English, proper spelling, grammar, and punctuation, and basic arithmetic.

·         Skill in operating various word-processing, spreadsheets, and database software programs in a Windows environment, specifically Word, Excel, Access and PowerPoint.

·         Ability to maintain confidentiality.

·         Ability to work independently and meet strict time lines.

·         Ability to make solid decisions and exercise independent judgment.

• Ability to interpret applicable federal, state, county and local laws, regulations, and requirements.

·         Ability to prepare routine administrative paperwork.

·         Ability to analyze and solve problems.

·         Ability to meet strict time lines.

·         Ability to establish and maintain professional relationships with individuals of varying social and cultural backgrounds and with co-workers at all levels.

·         Ability to communicate effectively in the Navajo and English language.

·         Ability to work as a team member in a structured working environment.

PHYSICAL DEMANDS:

·         While performing the duties of this job, the employee may be required to sit for prolonged periods, walk and stand.

·         Use hands for dexterity of motion, repetitive movement of both hands.

·         Have normal auditory, visual acuity, and verbal communications skills. 

·         The employee must occasionally lift and/or move up to 15 pounds.

WORK ENVIRONMENT

·         Work is generally performed in office setting. 

·         Tight time constraints and multiple demands are common. 

·         Evening and/or weekend work may be required.  Extended hours and irregular shifts may be required.