purchasing agent 2
This incumbent will perform technical work in the purchasing of supplies, materials, equipment, and services in the Purchasing Department of Cheyney University. An employee of this class oversees the purchasing of assigned commodities within established rules, regulations, and laws. This includes the review and award of the bids, the preparation and negotiation of orders and contracts. Responsibility includes vendor performance and the procurement of goods and services of acceptable quality. This position assures responsibility for storage, issuance, and accounting for all inventories of commodities. Work is performed under general direction of the Director of Procurement Services. This position is under the AFSCME collective bargaining agreement.
ESSENTIAL DUTIES & RESPONSIBILITIES
·Reviews requisitions for completeness. Check specifications, suggested source, internal delivery address, justification, and budgetary approvals and makes necessary corrections after coordination with the person who requisitioned. Responsible for the conversion of Purchase Requisitions (PR's) into Purchase Orders (P.O's) and Service Purchase Contracts (SPC's).
·Reviews purchase requisitions to determine appropriate procurement method and supplier. Checks catalogs or contracts to compare general specifications, makes necessary corrections, supplements descriptions and specifications after coordinating with requisitions, departments, agencies, or other experts. Obtains any required literature, specifications or manuals from manufacturers, suppliers, or other agencies.
·Determines correct method for procuring goods and services in accordance with state statutes, rules and regulations, policies and procedures. Source and audit vendors, secure quotes, negotiate pricing, determine lead times, and initiate vendor selections based upon cost/gross margin benefit, product quality standards and delivery schedule adherence.
·Works with the Director of Procurement Services on university facilities rentals including preparing facilities use agreements, securing timely payments and any necessary collaboration with facilities.
·Prepares Requests for Quotes (RFQ) or Requests for Proposals (RFP) for requesting departments. Organize pre-proposal meetings with vendors or agencies in the procurement of services and materials at the highest quality, lowest possible cost, with consistent on-time delivery to meet schedules.
·Works with vendors concerning past due invoices, delivery schedules, payment process and vendor's return policy; follow up on backorders, delinquent orders, pending orders and notify end users and Director of Procurement Services with updates. Involved in quality control, and inventory control problems.
·Prepares and present training on procurement process to new hires as well and current university employees. This includes SAP training.
·Selects vendors from whom bids are solicited, opens and reviews proposals, tabulates results and submits recommendations for award.
·Communicates in a timely manner with campus departments regarding establishing or maintaining service contract needs for office equipment eg.copiers.
·Provides Director of Procurement Services with monthly or ad hoc metrics reporting on processed purchase orders or other reports as required such as vendor scorecards.
·Maintains various documents including vendor files, bid lists, commodity lists, buy histories, and asset files. Uses electronic systems such as an on line purchasing system and text editor and electronic filing of all purchasing documents. Completes the Right to Know entries on SAP Purchase orders and contracts.
·Recommends the need, and assists in renewal, cancellation, increase or decrease of service contracts and standing orders by direction contact with faculty, staff, and contractors. Prepares renewal applications for required licenses and permits such as alcohol, drug, radiation, and mailing permits.
Education, Training, and/or Experience:
Required: One year as a Purchasing Agent1 OR Four years of experience in purchasing work involving contact with vendors in the procurement of a variety of supplies, materials, equipment, and services; or five years of stores or warehouse experience that included responsibility for maintaining inventory control or requisitioning or ordering supplies. Post-high school instruction may be substituted on a year-for-year basis for purchasing or stores experience to a maximum of two years OR Any equivalent combination of experience and training.
Preferred: Bachelor's Degree in Business Administration or equivalent business/finance degree preferred with 3 years of purchasing work involving contact with vendors in the procurement of a variety of supplies, materials, equipment, and services; or four years of stores or warehouse experience that includeS responsibility for maintaining inventory control or requisitioning or ordering supplies. Experience using SAP.
Knowledge, Skills & Abilities:
The incumbent is expected to have knowledge of the types, characteristics, supply sources, and market factors of the commodities purchased; office practices and elementary bookkeeping, and accurate and systematic supply, procurement, and inventory methods; centralized purchasing procedures including methods of bidding, preparation and application of specifications, contacts with vendors, and award of contracts; ability to establish and maintain effective working relationships with associates, vendors, and the general public; ability to maintain knowledge and use procurement and office technology tools including SAP, Excel etc
How to Apply:
Complete application packets should include the following and can be mailed or delivered to the address below, faxed to 610 399 2283 or emailed to firstname.lastname@example.org by July 10, 2014.
·Application Letter & Resume/CV
·Copy of transcript supporting the highest earned degree
1. Candidates invited for interviews will be required to submit official transcripts at or before interviews.
2. Prior to a final offer of employment, the selected candidate will be required to submit to a background check including, but not limited to, employment verification, educational and other credential verification and criminal background check per Pennsylvania State System of Higher Education policy.
Cheyney University of Pennsylvania
Office of Human Resources - PA2
1837 University Circle
P.O. Box 200
Cheyney, PA 19319-0200