Summary: Insures that purchasing activities of the College comply with New Jersey County College Contracts Law, promotes the efficient and effective use of College fiscal resources through best purchasing practices and provides technical assistance to all College Community users of the Ellucian/Colleague purchasing system.
Essential Duties and responsibilities include the following:
1. PURCHASES: • Identifies potential vendors for needed purchases; • Assists departments with identifying State, County and Consortium Co-operative purchasing contracts; • Assists departments with identifying vendors for purchases; • Prepares detailed purchasing requisitions for as needed; and • Reviews/monitors all multiple year purchases for accuracy. 2. QUOTATIONS/BIDS/RFP’s: • Administers or assists in the Quotation, Bid and Request for Proposal (RFP) processes and development of documents for the procurement of College goods and services; • Prepares quotation, bid and RFP timelines; • Prepares and processes Bid and RFP legal advertisements; • Assists and reviews the development of College vendor procurement specifications; • Administers or assists with bid related inquiries, pre-bid conferences and bid openings; • Administers or assists in the issuance of addendum(s) to prospective bidders and maintains vendor receipts; • Validates mandatory forms for bid and RFP completion; • Maintains all quotation, bid and contract files; • Prepares Board of Trustee bid resolutions and tabulation sheets;
3. CONTRACTS • Oversees and monitors assigned contracts and processes related invoices; • Processes related Requisitions, Purchase Orders and invoices; and • Assist departments in troubleshooting and resolving performance issues with vendor contracts. 4. ELECTRONICFINANCESYSTEM: • Assists with changes/updates as needed to Ellucian/Colleague vendor files, requisitions and purchase orders; • Assists with system testing and updates to the Ellucian/Colleague purchasing system; • Uses all relevant lookup files for payment information and problem-solving; • Assists with annual training of the Finance System to the college community; and • Assists with the Fiscal Year closeout process. 5. LEGALCOMPLIANCE, AUDITS: • Assists with acquiring vendor W-9 documents, New Jersey Business Registration Certificates, Pay-to-Play documents and insurance certificates; and • Assists in assembly of documents and records required by audit firms. 6. REPORTS • Assists with the development of special reports on Business Objects as needed. • Prepares and submits monthly Board of Trustees quote reports and other documents as needed; • Prepares annual statistical report for purchase orders and college payments; and • Prepares reports using Business Objects on a weekly, monthly, quarterly and annually basis. 7. GENERAL • Monitors department Helpdesk, assigns incoming requests and assists with requests as needed; • Handles phone inquiries and in-person visits from salespersons; • Administers or assists with the College’s liability insurance renewal and automotive insurance update processes; • Administers or assists in coordinating college furniture purchases; • Performs assigned annual assessments required for institutional effectiveness; • Administers or assists with current vendor-specific authorized user card programs; • Performs purchasing card program updates and inquiries; • Carries out special projects and research as assigned; • Participates in College committees as needed; • Participates in the New Jersey Community College Joint Purchasing Association as needed; • Assists in updating the College’s Purchasing Manual, Policies and Procedures; and • Performs other needed Purchasing Office tasks as required.
8. REQUIREDEDUCATIONANDEXPERIENCE: • Bachelor’s degree (B.A.) from an accredited college and a minimum of one (1) year of purchasing experience in the private or public sector; or a combination of education and experience. SUPERVISORY: This position has no supervisory responsibilities. Competencies
To perform this job successfully, an individual should demonstrate the following competencies:
Customer Service Manages all customer situations. Responds promptly to customer needs. Solicits customer feedback to improve service performance and responds to requests for assistance.
Oral Communication Speaks clearly and persuasively in all situations. Listens and gets clarification; responds well to questions; participates in meetings.
Written Communication Writes clearly and informatively; edits work for spelling and grammar; varies writing style to meet needs; presents numerical data effectively, and able to interpret written information. Teamwork – balances team and individual responsibilities; exhibits objectivity and openness to others’ views; gives and welcomes feedback; contributes to building a positive team spirit; puts success of team above own interests; able to build morale and group commitments to goals and objectives; supports everyone’s effort to succeed.
Diversity Shows respect and sensitivity for cultural differences.
Qualifications To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Language Skills Ability to read, analyze, and interpret technical product specifications, government purchasing law, and college policy and procedures. Ability to write reports and business correspondence. Ability to effectively present information and respond to questions from the internal and external college community.
Mathematical Skills Ability to add, subtract, multiply and divide all units of measure, using whole numbers, common fractions and decimals. Ability to compute rate, ratio, and percent and to create and interpret analytical spreadsheets.
Reasoning Ability Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
Computer Skills To perform this job successfully, an individual should have knowledge of Database software, Purchasing systems; Internet software, Spreadsheet software and Word Processing software. Direct knowledge of Integrow preferred.
Physical Demands The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to sit for long periods and talk and hear. The employee is frequently required to use hands to finger, handle or feel. The employee is occasionally required to stand, walk and reach with hands and arms. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.
Work Environment The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level is usually moderate; periodically can become noisy.
Other Qualifications Must be able to attend purchasing meetings at either WWC and/or JKC and off-campus sites; at times may need to meet with vendor on-site.
"As a community college faculty, we believe that...our students deserve a high-quality education that challenges them to acquire new knowledge and skills, test their accustomed ideas, and achieve competitive excellence. All of our students, regardless of where they find themselves when they come to us, deserve a caring, creative, and engaged pedagogy that helps them achieve their goals, and which ...cultivates lifelong learning and a passion to understand themselves and the world. We believe that we must create a college community that engages students in civic life and prepares them to fully participate in our democracy. We are responsible and accountable for giving our students? work our respect and critical evaluation, for holding students to the highest ethical standards, and for providing effective feedback that encourages our students to grow.
MCCC is an equal opportunity employer.
Under the “New Jersey First Act”, effective September 1, 2011newly hired Mercer employees may be required to live in New Jersey or to move to the state within one year of taking a position. Failure to comply with this residency requirement shall render the person unqualified to continue employment in their position.
In compliance with Title IX requirements, Mercer County Community College does not discriminate on the basis of sex in its education programs and activities.
TITLE IX COORDINATOR
The college’s Title IX Coordinator oversees compliance with all aspects of the sex/gender harassment, discrimination and misconduct policy. The Coordinator reports to the Vice President for Finance and Administration, and is housed in the Administrative Building office # AD 254A. Questions and complaints regarding Title IX may be directed to the Title IX Coordinator or the Office of Civil Rights at the following locations and or contact information.
Exec. Dir. For Compliance and Human Resources and Title IX Coordinator
1200 Old Trenton Rd. – AD 101
West Windsor, NJ 08550
Mail to: PO Box 17202, Trenton NJ 08690
Voice Phone: (609) 570-3635
Individuals experiencing harassment or discrimination also always have the right to file a formal grievance with the government authorities:
Office for Civil Rights
U.S. Department of Education
32 Old Slip, 26th Floor
New York, NY 10005-2500
Telephone: (646) 428-3800
Facsimile: (646) 428-3843