Purchasing Specialist

University of Arkansas Community College at Hope-Texarkana•Texarkana, AR

10d•Onsite

About The Position

The Purchasing Specialist is responsible for managing the procurement functions of the college, serving under the Vice Chancellor for Finance and Administration. The director will work collaboratively with college personnel to develop, recommend, and implement policies, practices, and procedures for the procurement operations in accordance with federal, state, UA System policies, and campus policies and procedures.

Requirements

A minimum of five (5) years of progressive work experience managing procurement functions or equivalent role in a large organization or government entity with no less than three years of experience
Bachelor’s degree preferred, from an accredited college or university.
Other job-related education and/or experience may be substituted for all or part of these basic requirements, upon approval of the Chancellor or Vice Chancellor of Finance & Administration.
Ability to review and analyze vendor and agency issues as they pertain to the procurement process and recommend proper course of action to meet goals and objectives.
Knowledge of Arkansas state and agency/institution procurement laws and procedures or the ability to learn.
Ability to formulate and interpret policies and procedures relating to procurement.
Strong knowledge of procurement technology applications or strong desire to acquire the knowledge.
Strong time management and planning skills
Ability to establish and maintain working relationships with all levels of college personnel, state government, vendors, and manufacturers
Ability to resolve problems between departments and vendors
Ability to accomplish the college’s mission, goals, and objectives
Ability to work collaboratively with internal and external constituents
Demonstrated high level of proficiency in the Microsoft Office software applications

Responsibilities

Review purchase requests for compliance with the Department of Finance and Administration, state procurement regulations, UA System policies, and college policies using an automated procurement system to process and manage purchase orders, set up vendors, and assist college personnel.
Assist with taking quotes and/or contract documentation, preparing competitive bids and competitive sealed bids, manage bid openings, evaluation criteria, and vendor lists, and receive and evaluate bids.
Prepare procurement card verifications and prepare information from an automated system for generated reports, as required for approvals.
Process invoices, generate reports and coordinate with accounts payable to ensure proper payment of invoices.
Serve as backup for other Business Office staff for Cashier and student accounts/billing responsibilities, accounts payable, and other areas as needed.
Serve as subject matter expert for Arkansas State Procurement and University of Arkansas System requirements for procurement. Meet annual requirements for state procurement training. Ensure reporting and registration compliance with state and federal agencies.
Assist departments in preparing specifications for major procurement projects, including issuing bids – to include, but not limited to: IFBs, RFPs, RFQs, RFIs.
Assist with submission of contracts and agreements for Legal Review utilizing legal documents and working with providers to implement necessary changes.
Research, identify and submit decommissioned assets through the GovDeals, State Marketing and Redistribution, or current methods and policies for proper disposal and resale. Work with DF&A to acquire additional or replacement fleet vehicles utilizing the State Vehicle Contract.
Coordinate training with college leadership to keep staff abreast of state and agency/university procurement procedures.
Attend state, agency, or system procurement training and other procurement duties as assigned.