Director of Purchasing and Inventory

Position Description

DEFINITION :

• To oversee, plan, and coordinate the activities and operations of the college purchasing function including specification preparation, vendor review, contract development, central receiving and inventory control activities;
• liaison for college bookstore operations; to coordinate assigned activities with other college departments and outside agencies;

and to provide highly responsible and complex administrative support to the Vice President for Business Services.

SUPERVISION RECEIVED AND EXERCISED :

• Supervise purchasing, p-card administrator, shipping and receiving, mail room, inventory control, and motor pool.
• Receives administrative direction from the Vice President for Business Services.
• Exercises direct supervision over supervisory, technical, and clerical staff.

Duties & Responsibilities (Essential Functions)

ESSENTIAL AND OTHER IMPORTANT FUNCTIONS STATEMENTS :

Essential and other important responsibilities and duties may include, but are not limited to, the following :

Essential Functions :

Coordinate the organization, staffing, and operational activities for the college purchasing functions including the purchasing of materials, equipment and services, and warehouse and inventory functions;

manage the disposal of surplus, salvage and / or obsolete items; ensure that all activities and operations comply with North Carolina purchasing procedures and regulations.

• Point of contact for the college bookstores.
• Develop, implement, and oversee processes, systems and reporting mechanisms for monitoring and controlling all interactions between finance, procurement and inventory functions.
• Develop, plan, and implement college purchasing goals and objectives; recommend and administer policies and procedures;

maintain accurate and complete records of all purchasing and inventory transactions; prepare records for annual audit as appropriate.

• Develop, lead, and execute purchasing strategies.
• Coordinate purchasing activities with those of other departments and outside agencies and organizations; provide staff assistance to the Vice President for Business Services;

prepare and present staff reports and other necessary correspondence.

Direct, oversee and participate in the development of the college purchasing work plan; assign work activities, projects and programs;

monitor work flow; review and evaluate work products, methods and procedures.

Supervise and participate in the development and administration of the purchasing budget; direct the forecast of funds needed for staffing, equipment, materials, and supplies;

monitor and approve expenditures; implement midyear adjustments.

• Manage and oversee the Physical Assets Inventory.
• Select, train, motivate and evaluate personnel; provide or coordinate staff training; work with employees to correct deficiencies;

implement discipline and termination procedures.

Review and authorize contracts and purchase orders; maintain contact and negotiate with vendors; keep informed of market conditions and new products;

evaluate vendor performance.

• Administer a variety of contracts; monitor contracts to ensure vendor compliance.
• Prepare and assist college staff with preparation of requisitions for materials and supplies.
• Supervise and participate in development of bid specifications; solicit and analyze bids; make award of purchase; assist college staff in preparation of Requests for Proposals and Bids and specification development.

Other Important Functions :

• Confer with department representatives to determine purchasing needs, specifications and areas of standardization; assist college staff with assistance in purchasing and contractual service activities.
• Assist with and participate in a variety of administrative activities and processes for the college.
• Respond to and resolve difficult and sensitive inquiries and complaints.
• Perform related duties as assigned.

Qualifications

QUALIFICATIONS : Knowledge of :

Knowledge of :

• Operational characteristics, services, and activities of a comprehensive procurement and inventory maintenance and control program.
• Modern and complex principles and practices of purchasing and store? keeping program development and administration.
• Materials, supplies and equipment typically used by an educational institution and the sources for such products.
• Storekeeping and warehousing methods and practices including inventory control procedures.
• Principles and practices of budget preparation and administration.
• Principles of supervision, training and performance evaluation.
• Pertinent Federal, State, and local laws, codes and regulations.
• Strong mathematical skills.
• Microsoft Word and Excel.
• Ellucian Colleague preferred.
• NC E-Procurement@Your Service preferred.

Ability To :

• Communicate concisely and respectfully, both orally and in writing
• Manage and coordinate the work of supervisory, technical and clerical staff.
• Effectively administer a variety of purchasing and storekeeping activities.
• Interpret and apply Federal, State and local policies, procedures, laws and regulations and work closely with these agencies to ensure compliance.
• Analyze problems, identify alternative solutions, project consequences of proposed actions and implement recommendations in support of goals.
• Gain cooperation through discussion and persuasion.
• Evaluate quality and price of products to judge suitability of goods and alternatives offered.
• Develop new sources of supply.
• Analyze, evaluate and modify purchasing methods and procedures.
• Select, supervise, train and evaluate assigned staff.
• Maintain effective audio-visual discrimination and perception needed for : Making observationsReading and writingCommunicating with othersOperating assigned equipmentHandling varied tasks simultaneously
• Maintain physical condition appropriate to the performance of assigned duties and responsibilities, which may include the following : Standing or sitting for extended periods of timeOperating assigned equipmentHandling varied tasks simultaneously Bending, stooping, climbing, or lifting up to 50 pounds
• Maintain mental capacity, which allow the capability of : Making sound decisionsResponding to questionsDemonstrating intellectual capabilities
• Establish and maintain effective working relationships with those contacted in the course of work including a variety of college and other government officials, community groups, and the general public.

EXPERIENCE AND TRAINING GUIDELINES :

Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying.

A typical way to obtain the knowledge and abilities would be :

Minimum Education / Training :

• Equivalent to a bachelor’s degree from an accredited college or university with major course work in business administration or a related field.
• Four years of increasingly responsible experience in purchasing and inventory control including two years of administrative and supervisory responsibility.
• Equivalent to an associate’s degree from an accredited college with major course work in business administration or a related field.
• Six years of increasingly responsible experience in purchasing and inventory control including two years of administrative and supervisory responsibility within the North Carolina Community College System.

License :

Valid NC driver’s license with driving record that is within the parameters set by the college.

Supplemental Information

Special Instructions to Applicants :

This position REQUIRES UNOFFICIAL TRANSCRIPTS AND / OR TRAINING CERTIFICATIONS be submitted in addition to the application.

Please have these documents ready to upload when applying.

Candidates are required to submit OFFICIAL TRANSCRIPTS for all degrees obtained prior to their first day of work or hire date.

If highest level of education is High School diploma or equivalent, proof of completion is required.

• Candidates who have obtained their education outside of the US and its territories must have their academic degree(s) validated, at their own expense, by an outside credential evaluation service as equivalent to the Baccalaureate or Master's degree conferred by a regionally accredited college or university in the United States.
• To claim veterans’ preference, all eligible persons shall submit a DD Form 214, Certificate of Release or Discharge from Active Duty, to Human Resources during the application process.

Human Resources will verify eligibility.