Purchasing Officer/Equipment Coordinator

Rockingham Community College•Wentworth, NC

32d•Onsite

About The Position

The Purchasing Officer/Equipment Coordinator reports to the Vice President for Administrative Services and is responsible for the college's procurement function, ensuring that all Federal and State laws and regulations are followed in purchasing supplies, materials, services and equipment for the college. This position is responsible for ensuring that all equipment purchased by the college is properly accounted for by tagging equipment, conducting an annual inventory, and coordinating the disposal of surplus equipment. This position is responsible for maintaining an inventory of keys for the college and accounting for the distribution and return of keys by college employees.

Requirements

Associate's Degree
North Carolina Contract Manager (NCCM) certification or completion within one year of employment. Must maintain certification.
North Carolina Purchaser (NCP) certification or completion within one year of employment. Must maintain certification.
Valid driver's license.

Nice To Haves

Bachelor's Degree in Business Administration, Accounting, or related field of study.
Purchasing experience.
Community college experience.
Demonstrated excellence in written, oral, and interpersonal communication skills.
Provide responsive, professional, and courteous support to all internal and external customers.
Demonstrated proficiency in MS Word and MS Excel for document creation and data management.
Maintain productivity and focus while handling competing demands, frequent interruptions, and unexpected changes.
Demonstrated strong attention to detail in all tasks and responsibilities. Ensure accuracy and thoroughness in work processes and exhibit careful review and verification of information prior to submissions.

Responsibilities

Process and review all requests for supplies, materials, equipment and services needed by RCC and ensure that all Federal and State laws and regulations are followed.
Document and ensure compliance with state, local, and federal contracts, laws and regulations as required by the NC Division of Purchase and Contract and/or NC General Statutes.
Verify that supporting documentation exists to support the purchase of goods and services.
Update and maintain the college's Purchasing Manual (to include P-Card procedures) and ensure compliance with NC Purchase & Contract requirements.
Coordinate the preparation of Professional Services Agreements as related to the purchase of services. This includes obtaining approvals, Form W-9, and Certificates of Insurance as applicable.
Correspond with vendors to resolve problems with procurement of goods and services.
Coordinate quotes and bids to support purchase requisitions for goods and services, in compliance with the college's purchasing delegation set for by the NC Division of Purchase & Contract.
Participate in professional development opportunities, including the NC Procurement Academy and on-campus training.
Verify budget codes on requisitions and purchase orders. Assign commodity codes to purchase orders.
Provide guidance and training to college personnel in acquiring supplies, equipment, and services and assist college personnel with best procurement solutions.
Coordinate the setup of users on the NC E-Procurement System. Add/delete users based on information submitted by the college's Technology Support Services.
Assist E-Procurement users in setup of NCID number as needed.
Receive and match all incoming invoices with purchase orders, audit for correctness, ensure that items have been received and subsequently process for payment.
Secure college P-Cards and maintain process for faculty and staff to request a P-Card for approved college purchases.
Assist Business Office personnel in reconciling P-card purchases to the general ledger.
Assign inventory numbers to all major equipment purchased and place tags on equipment; enter equipment on State inventory monthly and balance to the general ledger. Prepare monthly reports and fiscal year end reports.
Maintain inventory of all equipment by listing and assigning inventory numbers and tracking location.
Coordinate and conduct an annual inventory on all major equipment as required by NCCCS. Coordinate and conduct verification of all high-risk inventory items not on the major equipment annually with Technology Support Services.
Conduct inventory of storage area periodically, place surplus items on State Surplus website, show equipment and answer inquiries from potential buyers or surplus property and maintain all records concerning listing, payment and receipt of surplus property sold.
Process disposal of equipment in accordance with appropriate administrative approval and follow State guidelines for equipment disposal.
Coordinate recycling of obsolete campus electronic equipment with associated departments.
Prepare the Historically Underutilized Business (HUB) quarterly report for the NC Division of Purchase and Contract showing percentage of purchases from HUB certified businesses.
Formulate and disseminate bid specifications and receive, tabulate and evaluate bids.
Prepare the Purchasing Flexibility Report and submit to the NC Division of Purchase & Contract as required.
Maintain file of vendor W-9 forms and obtain W-9 forms from new vendors as needed.
Maintain file of vendor Certificates of Insurance.
Perform annual verification of state-owned vehicles in custody of the college (purchased with state funds) and process insurance invoice as required by the NC Department of Insurance.
Record and maintain spreadsheet of software purchases. Maintain file of related software contractual agreements.
Organize and maintain purchasing files for a minimum of five years as required for audit purposes.
Issue and maintain record of all keys issued to the staff/faculty of the college.
Maintain and secure a supply of keys for the campus.
Assist as backup to the Campus Services Manager with processing mail, print requests and coordinating delivery of packages.
Participate in internal controls studies, administrative services planning unit assessments, and the college's accreditation process.