Direct Procurement Functions
*Maintain thorough knowledge and ensure college compliance with State purchasing requirements and contracts. Research and advise supervisor and end users of requirements related to procurement; recommend changes to related college policies/procedures.
*Determine and use most appropriate formal solicitation (competitive bid) method based on type and dollar value of purchase. Types of competitive bids include Invitation for Bids (IFB), Request for Proposals (RFP), Request for Quotes (RFQ) and e-Quotes.
*Post bids and addenda for bids within college’s delegation on the NC web-based Interactive Purchasing System (IPS) and coordinate awarding of contracts.
*Create, process, and award e-Quotes within the NC e-Procurement System.
*Coordinate and conduct pre-bid meetings, site visits, and public bid openings in compliance with NC laws, policies, and procedures and GTCC policies and procedures.
*Coordinate bid packages above college delegation through NC Department of Administration (Division of Purchase and Contract) and NC Office of Information Technology Services (State IT Procurement Office) and make recommendations related to awarding of contracts.
*Coordinate with end users and vendors to develop bid specifications and Statements of Work (SOW).
*Prepare bid packages and checklists for supervisor review and approval.
*Coordinate State Quality Assurance (QA) Inspections with State QA Inspector and end users to ensure compliance with NC safety standards. Ensure state QA inspections are conducted in a timely manner to enable prompt payment to vendors. Notify vendors of non-compliance with NC safety standards and coordinate resolution.
*Process and monitor large-scale furniture requisitions and purchase orders. Coordinate large-scale furniture deliveries with contractors and end users. Ensure state QA inspections related to furniture orders are conducted in a timely manner. Resolve discrepancies with contractors and end users.
*Review and amend vendor contracts to conform to NC general statutes and administrative code. Negotiate mutually acceptable terms and conditions with vendors and make recommendations to Director of Purchasing.
*Assist Director of Purchasing with administration of Procurement Card (P-Card) and Fleet Card programs. Process P-Card profile changes and ensure compliance with program policies.
*Develop and maintain positive vendor relations. Assist end users with documenting and processing vendor complaints and resolving disputes with vendors.
Contract Review & Administration
*Responsible assisting in the review of college contracts and negotiating terms and conditions prior to authorized signature.
*Works as needed with the State Division of Purchase and Contract as needed for advice related to contracts.
*Responsible for tracking of new contracts, renewals and notifying end users of expiring contracts.
Procurement Support and Administrative Functions
*Audit purchases to ensure compliance with applicable NC and GTCC policies and procedures.
*Develop and conduct college-wide training related to areas of responsibility.
*Monitor and enhance participation with Historically Underutilized Business (HUB) vendors. Attend community and organizational HUB Outreach events and assist with coordination and execution of GTCC HUB Outreach Events.
*Assist with preparation of procurement-related reports to external agencies; i.e., quarterly HUB Reports to NC HUB Office, annual Flexibility reports to NC Community College System Office. Assist with compilation and preparation of procurement related data and information for internal use by GTCC executives and Board of Trustees.
*Maintain current documentation of purchasing policies and procedures, including GTCC web site.
*Serve as procurement resource for all college faculty and staff.
*Maintain and update bid file records.
*Fulfill records requests from vendors and general public regarding bid awards and other procurement related matters in accordance with NC law.
*Attend procurement related training, conferences and trade shows.
*Update and maintain the ProCure database (ReqTrack/Bid track). Review and analyze procurement data to determine areas for improvement. Recommend potential solutions to Director of Purchasing and implement approved recommendations.
*Demonstrate and model the College’s employability skills: adaptability, communication, information processing, problem solving, responsibility and teamwork.
*Participate on various committees as assigned.
*Support other areas of the Business and Finance Office as needed; cashier area during peak registrations, equipment technician during annual physical inventory.
*Coordinate special projects.
*Assist with annual financial audit as needed.
*Perform all duties as assigned by supervisor.
·End user does not document, or indicates too late, that a vendor is under performing.
·End user submits requisitions too late to receive goods or services in desired timeframe.
·Interpreting and applying NC procurement laws and regulations when purchasing goods and services via the formal bid solicitation process.
·Different policies and procedures for purchasing general goods and services through the Division of Purchase and Contract (P&C) and IT-related goods and services through the Statewide IT Procurement Office (SITP).
·Additional delays with processing formal bid solicitation through P&C and SITP.
·Implementation of policy and procedural changes by P&C and SITP with inadequate notice and guidance.
·Being proactive in monitoring contract end dates, renewals
·Ensuring adequate time to complete procurement process prior to expiration of non-renewable contracts.
·Negotiating with vendors/contractors to resolve contractual terms and conditions that conflict with NC law or are not in the best interest of the college.
·Managing the workload and constantly adapting to changing priorities.
·Daily – GTCC end users and managers submitting requisitions leading to bids.
·Daily – P-card holders (any of approximately 400)
·Daily – EVP/President for final review and approval of requisitions, justification letters, and bids.
·Weekly – external vendors (including HUB vendors) – for furniture orders, bids, and contract negotiations
·Weekly – Internal customers for furniture orders.
·Weekly – State Quality Assurance (QA) Inspector – for State QA Inspections
·Weekly – GTCC end users and external vendors for contract negotiations.
·Weekly – GTCC end users communicating contract expiration dates and needed paperwork for contract renewals.
·Monthly – Accounting Department – for processing Fleet Card payments & P-Card Payments