Purchasing Analyst

Coconino Community College•Flagstaff, AZ

48d•$49,395 - $61,250

About The Position

This position reports to the Director of Purchasing and Auxiliary Services and administers the purchasing process for successful acquisitions of goods and services from inception through project completion through various processes, assists with contract administration, oversees vendor relations, and provides ongoing trainings by assisting employees with purchasing needs for the centralized purchasing and auxiliary services department which serves campuses and instructional sites in Flagstaff and Page in support of the College's mission. . This position is tasked with assisting our employees and coordinating with external resources to acquire the best products/services available while considering the financial impact to the College and maintaining the integrity of our established procedures. This is full-time, 12-month, benefit eligible position.

Requirements

Knowledge of procurement and contracting principles and business operations which are pertinent to higher educational business/auxiliary support services, and that adhere to State statute and College policy and procedures.
Ability to effectively use Ellucian Banner, Wells Fargo Programs, Microsoft Office products, such as Word and Excel.
Skill in using integrated computer systems for procurement processes; in oral and written communication; and in using word processing and spreadsheet software.
Ability to analyze and interpret various data; to handle multiple priorities; and to understand and integrate the College's strategic plan into the operations of departments.
Bachelor's degree in Business or directly related field and two years of related experience; or Associate's degree and four years of related experience; or any equivalent combination of education and experience sufficient to successfully perform the essential duties of the job and/or as approved by the Human Resources Department.

Nice To Haves

Knowledge of Banner software.
Experience working in the public sector, preferably an educational environment.
Designation as a Certified Public Procurement Buyer CPPB (UPPCC).
Professional experience in community college/higher education work environment.

Responsibilities

Assists requesting departments and the Director with determining preferred procurement processes via existing contract options (e.g., State of Arizona, cooperatives, etc.), solicitations (informal and formal), or exceptions (e.g. ,single/sole source, competition impracticable, etc.) based on dollar amount threshold requirements, timeliness, and uniqueness/overall impact of needs.
Assists departments with purchase requisition requests and analyzes supporting documents to ensure adherence to policy and procedures. Reviews associated contracts and agreements; these may include but are not limited to Software License Agreements (SLA), Software as a Service (SaaS) agreements, rental contracts, and consulting agreements. Reviews and compares quotes when applicable.
Creates requisitions and distributes purchase orders (PO) to vendors and internal stakeholders. Ensures all necessary backup documentation is included in PO file and uploads contracts into contract management software when applicable.
Performs due diligence ensuring vendors are compliant with required statutory terms and conditions, and reviews contract documents to ensure compliance with policy and procedures.
Assists with any problems associated with purchases including delivery discrepancies, returns, defective products, service issues, billing issues, etc., to ensure a fair outcome for all parties ,.
Assists with verifying the accuracy of accounting data when requisition requests are submitted..
Administers the procurement card program which includes p-card set-up, cardholder portal issues, p-card temporary increases, cardholder purchasing issues, cardholder training and policy review.
Oversees general procurement email account: Reviews all correspondence and provides necessary updates to ensure exceptional customer service.
Processes credit applications for new vendor/supplier accounts and creates new vendor/suppliers in the Banner ERP system
Works with originating departments and other applicable departments (e.g., IT for software acquisitions; Facilities for construction services) and suppliers to review and modify a variety of contracts that meet statutory requirements under the supervision of the Director.
Maintains and updates the vendor product/service list and the purchasing files.
Works with Director to maintain desk manuals, for departmental procedures and develops new ones as necessary, as well as quick guides and help manuals for college staff.
Enters data, such as vendor information regarding prices, product, service quality, or delivery times.
Follows up on orders that haven't been received.
Collaboratively maintains and updates contract management software system.
Processes difficult and unique purchasing transactions, ensures non-standard purchases are well documented.
Identifies requesting department's needs and develops and refines specifications for commodities, supplies, and equipment.
Issues quote and bid requests based on established purchasing thresholds and competition in compliance with state statute and internal policies and procedures.
Lead in vendor relations via emails and in-person meetings by educating them on how to do business with CCC.
Runs and reviews Incomplete Documents report in Banner to ensure requisitions and POs are maintaining proper workflows.
Maintains and updates the purchasing web page.
Interprets and communicates purchasing procedures to departments
Provides necessary trainings as needed.
Performs other related duties as assigned.

Benefits

Cafeteria Plan: In addition to the base compensation, benefits-eligible employees receive an extra $6,720 per year to put toward benefit costs or to be used as additional take-home pay
Paid Holidays: 21 (including a full week off between Christmas and New Year's Day and over Spring Break)
Vacation & Sick Leave: Approximately 17 paid vacation days & 9 paid sick leave days accrued annually
Health Insurance and Other Coverage: seehttps://www.coconino.edu/benefits/full-time-benefits

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