Senior Purchasing and Contracts Coordinator
Job Description
Senior Purchasing and Contracts Coordinator
Job no: 494634
Closes: 9/9/2024 12:55:00 PM
Work Type: Staff Full-Time
Locations: Lafayette, LA
Categories: Accounting
College: SLCC
Department: Administration & Finance
Sub department: Accounting
Type of Appointment: Unclassified - Administrative/Staff
Salary: $49,873.00 - $56,623.00
Duties and Responsibilities:
• Prepares, develops and monitors routine contracts and amendments in accordance with statutory and regulatory requirements and departmental policies and procedures.
• Assists in development of complex contracts and produces complex bid specifications.
• Works with administrators, officials, and other personnel to solve contract problems and facilitate coordination.
• Maintains records, prepares reports and/or correspondence relative to contracts and/or grants.
• Reviews required progress reports, completion reports and work products from contractors in coordination with the contract monitor.
• Provides technical assistance to personnel in preparation of contracts and agreements.
• Monitors grant procurement throughout the acquisition cycle.
• Reviews reports and records to ensure contract/grant is on schedule and terms are being met.
• Assists in the preparation of RFPs (Requests for Proposals).
• Tracks the approval process of contracts/requisitions ensuring all necessary approvals are received.
• Understand and interpret State of Louisiana Purchasing regulations. Provides oral and written interpretation of policies and procedures, rules and regulations, revised statutes and internal guidelines to staff and vendors.
• Coordinates the purchasing tasks to buy a variety of services and commodities or types of commodities. Analyzes requests for purchases; determines proper method of procurement; prepares specifications and reviews complete bids and proposals for compliance with statutory regulatory requirements.
• Establishes and maintains records of purchasing transactions; establishes and maintains files of qualified vendors and procurement policies and procedures.
• Provides supporting documentation to the accounts payable department.
• Coordinates the monthly reconciliation of open purchase orders with the receiving and accounts payable departments. Follows up on all purchase orders not received within 30 days. Issues and distributes change order and cancellation notices to vendors and appropriate staff. Prepares change orders to cancel items in Banner that have been returned or cancelled. Cancels all encumbrances in Banner at the end of fiscal year.
• Discusses and documents defective or unacceptable goods or service with vendors and others to determine source of trouble and take corrective action. Coordinates return of merchandise and refusal of services.
• Manage multiple, complex projects and assignments in consultative, efficient, and effective manner.
• Work independently with minimal supervision and remain organized in a fast-paced environment.
• Formulates, recommends, and helps implement departmental goals, objective, and timetables so as to contribute to the overall mission of Administration and Finance.
• Perform accounting functions as needed.
• Predictable and reliable attendance is required in order to provide consistency and continuity of business
services. Performs other duties as assigned.
Required Experience: 3 years' experience in a purchasing/accounting-related function.
Required Knowledge, Skills and Abilities: Job-specific Skills: Ability to prioritize and handle multiple priorities in a fast-paced environment. Detail oriented; high degree of accuracy. Able to meet deadlines. Excellent oral and written communication skills. Excellent organizational and analytical skills. Ability to be an effective team member and display initiative. Proficient with MS Word, Excel, and Outlook.
Language Skills: Ability to read and understand general business periodicals or governmental regulations. Ability to write reports, business correspondence/emails, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public. Must be able to demonstrate the proven abilities of intellectual reasoning, power of persuasion, and consistent dedication to the position. Ability to provide excellent customer service in person, by email and by phone.
Computer Skills: Proficient in the use of Microsoft Office Outlook and Excel. Basic knowledge of Microsoft Office PowerPoint and Word. Ability to learn to operate College-specific software and applications.
Required Licenses or Certifications: Criminal background clearance
Preferred Education: Bachelor's degree
Preferred Experience: Experience in Higher Education or a Government Institution.
Benefits: As a member of the Louisiana Community and Technical College System, SLCC has an attractive benefits package with a wide variety of benefit options. Benefits offered include retirement, multiple medical insurance options, supplemental insurances (dental, term life, disability, accident, vision, etc.), Tax Saver Flexible Benefits Plan (saves tax dollars on some child care and medical expenses), holidays (14 per year, typically includes longer break at Christmas), generous annual (vacation) and sick leave benefits and Employee Assistance Program. Specific benefits depend on job category, percent effort and length of employment.
Passing pre-employment criminal background screen is required as a condition of employment. SLCC is an equal opportunity/equal access employer. SLCC is a State As a Model Employer (SAME) agency that supports improved employment opportunities for individuals with disabilities.
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