The Purchasing Specialist will report to the Director of Purchasing and is responsible for the acquisition of goods or services for the college from department level requests. Department requests in the form of requisitions will be processed into purchase orders and orders for goods or services will be placed with vendors Procurement of goods or services will adhere to college policy and state and federal laws Track vendor sales representatives and vendor ordering channels Contact vendors for order placement and order status Assist college departments with procurement inquiries Performs Change Orders and Mass Closes in a manner that avoids triggering system errors Start to finish management of an orders life cycle from Requisition to Purchase Order to possible return to Invoicing delivery and assurance Assist Purchasing Manager with sealed/competitive bid process Assists in the tracking of fixed asset inventory Act as Procurement Card Liaison between the Bank of America and the Procurement card holder. Programs Overrides and spend ceiling adjustments within the Works site. Evaluates the difference between fraud flags and declined MCC charges on a case by case basis Approves or Disapproves P-card transactions as they flow through Workday. Trouble shoots verification issues. Tracks delinquent Procurement Card Transactions Approves or Disapproves Contracts on the Buyer level Assists the Receivables Manager and Workers with needed returns, coordinating with the supplier and the department Pulls Reporting to evaluate ageing Purchase Orders, delinquent Requisitions and Procurement Card Verifications to pursue with the end user which encumbrances can be terminated in order to facilitate the monthly accounting close performed by the Controller Evaluates worker budget fails in order to determine which can be remedied by Purchasing and which need to be escalated to the Budget department. To act as the reliable Custodian of all records that may be requested in the event of an audit Regular, reliable, and non-disruptive attendance is an essential job duty, as is the ability to create and maintain collegial, harmonious working relationships with others. Performs any other related duties as required or assigned. Knowledge of procurement laws for state and federal procurement. Working knowledge of computer applications such as Microsoft word, excel and Teams. Understanding of basic accounting principles. Ability to filing and organize records. Ability to perform accurate data entry and other reporting tasks. Ability to work with external and internal customers. Ability to compose, proofread, and edit correspondence, reports, and other documents requiring attention to detail. Ability to conduct research and perform basic quantitative quality assurance reviews. Proficiency in learning proprietary software.
The formal education equivalent of a high school diploma; plus five years of experience in purchasing or a related field. Additional requirements determined by the institution for recruiting purposes require review and approval by the Arkansas Division of Higher Education.
OTHER JOB RELATED EDUCATION AND/OR EXPERIENCE MAY BE SUBSTITUTED FOR ALL OR PART OF THESE BASIC REQUIREMENTS, EXCEPT FOR CERTIFICATION OR LICENSURE REQUIREMENTS, UPON APPROVAL OF THE QUALIFICATIONS REVIEW COMMITTEE.
Name: Karen Walls