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Purchasing Agent 1
| Announcement Number: | 02610-12-87-X |
| Location: | Department of Procurement |
| Other Information | Permanent Full-Time |
| Supervisor: | Mr. Jeff Mandel, Director of Procurement and Operations |
| Date Posted: | December 10, 2012 |
| Last Day to Apply: | December 19, 2012, prior to 4:30 p.m. |
| Contact Person: | Ms. Kristina Wood – Human Resources (570)389-4933 kwood@bloomu.edu |
| Rate of Pay: | Pay Range 5 $17.55 (hourly) $1316.25 (bi-weekly) |
Essential Elements of Position:
The incumbent acts in the capacity of the Purchasing Agent in accordance with Commonwealth and PASSHE procurement policy to ensure the timely and cost-effective procurement of materials to support University operations. Provides experienced technical and administrative support to the Procurement and Operation Department.
Principal Duties and Responsibilities:
This position administers the contract process for materials purchases totaling approximately $15,000,000 annually, from the bid phase to contract award and final payment. Duties include:
Determining the best sources of supply considering price, delivery and quality. Making maximum use of PASSHE, state-wide, COSTARS and other co-op contracts that leverage Commonwealth and PASSHE spending.
Utilize SAP Business Intelligence to gather spending data by commodity area to determine areas of focus.
Work with end users to prepare and complete the bid packet and IFB (invitation for Bid), Request For Quote (RFQ) or RFP (Request for Proposal) as applicable. Review the contract bid documents for completeness and clarity. Coordinate publishing and mailing of bid packets. Publish tabulation sheets, awards and PO’s/contracts.
Solicit for productivity in areas of responsibility including, but not limited to direct price reduction, cost avoidance, product enhancements, ebusiness, value-add services.
Issue Purchase orders and contracts, as applicable to support the aforementioned processes. Utilize the SAP system to issue subject documents.
Follow up on timely delivery of the requested items. Follow up with vendors and BU departments when problems occur with purchase orders, such as incorrect invoicing, damaged goods, shortages of goods received or late deliveries. Faciliate return of incorrect or damaged goods.
Use independent judgment to acquire equipment, and supplies using prudent business practices and in accordance with University policies and procedures and Pennsylvania law. Seek out sources of supply and state, COSTARS and other co-op contracts to get the best possible price, and confer with university departments and vendors to ensure that we obtain the exact goods requested, obtaining additional information from departments as necessary. Update data in administrative software system to ensure that it is correct before the issuance of a purchase order. Bid goods for some orders costing over $18,500, answer vendor questions concerning bid process, evaluate responses and make awards.
Makes recommendations as to sourcing plans and supplier selections.
Develops, reviews and recommends revisions, as required, to specifications and solicitation documents.
Takes proactive approach to understanding cost drivers and market trends in critical commodity areas of responsibility.
Takes the lead in looking for new products, existing product enhancements and supplier productivity and cost savings.
Make recommendation to the Director for strategic changes to SAP operating procedure based on brainstorming and problem solving sessions with the budget and business offices.
The Position Purpose and Description of Duties sections summarized above provide a representative listing only and should not be regarded as a complete statement of tasks performed by incumbents of this position. It should be recognized, therefore, that employees may be asked to perform job related duties in addition to those outlined above.
Applicant must possess these skills, knowledge, and abilities or be able to explain and demonstrate that they can perform the essential functions of the job, with or without reasonable accommodation, using some other combination of skills and abilities.
Knowledge of Commonwealth and PASSHE procurement guidelines.
Knowledge of office practices, and elementary bookkeeping, and accurate and systematic supply, procurement, and inventory methods.
Knowledge of SAP ERP system as it relates to procurement.
Knowledge of centralized purchasing procedures including methods of bidding, preparation and application of specifications, contacts with vendors, and award of contracts.
Knowledge of the types, characteristics, supply sources, and market factors of commodity or equipment categories frequently required by state agencies or institutions.
Ability to learn Commonwealth purchasing procedures and regulations.
Demonstrated ability to establish and maintain effective working relationships with associates, vendors, and the general public.
Demonstrated ability to express ideas clearly and effectively, orally and in writing.
Must have excellent fact finding and problem solving skill to resolve departmental, inter-departmental and university issues as they relate to SAP.
Demonstrated Microsoft Office knowledge – Excel, Word, Outlook at a minimum.
Minimum Experience and Training:
Three 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 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.
Finalist must communicate well and successfully complete an interview.
Completing this search is contingent on available funding.
Applicants will be rated on the following criteria:
1) Microsoft Office PC Skills.
2) Knowledge of centralized purchasing procedures including methods of bidding, preparation and application of specifications, contacts with vendors, and award of contracts.
3) Knowledge of SAP ERP or other comparable system as it relates to procurement.
4) Knowledge of Commonwealth and PASSHE procurement guidelines.
5) Three 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 included responsibility for maintaining inventory control or requisitioning or ordering supplies.
6) Ability to communicate effectively both verbally and in writing.
Finalist must communicate well and successfully complete an interview.
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 credential verification and criminal background check.
Completing this search is contingent on available funding.
Application Procedure:
In order to receive consideration, submit a Bloomsburg University Merit Systems Employment Application to the Office of Human Resources and Labor Relations by 4:30 p.m. on the last day to apply. Applications are available in the Human Resource Office, located in Waller Administration Building or may be downloaded from www.bloomu.edu/jobs. Faxed resumes and/or applications will not be considered.
Bloomsburg University of Pennsylvania is committed to equal educational and employment opportunities for all persons without regard to race, color, religion, national origin, ancestry, sex, age, disability and veteran status.