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Senior Buyer/Contract Administrator
Requisition #: 2017  -  1585
Posting Date: 8/7/2017
Location: Any Campus
Appointment Period:
Contracts for regular positions are renewable each June 30th after successful completion of probationary period.(Unless otherwise specified)
Summary:

The jobholder helps coordinate procurement and contract administration for the college. Responsibilities include recommendation of appropriate acquisition procedures, and coordination of quotes and bid activities.  S/he works directly with end users to define specifications and requests for proposals; prepares procurement related reports; manages service/maintenance contracts for the college; develops and maintains vendor relationships; and monitors purchases related to HUB vendors.  S/he researches and advises of changes in procurement procedures and programs; recommends and helps coordinate implementation of new procurement programs, prepares bid packages, maintains documentation of purchasing procedures; designs and conducts training on procurement procedures; and assists with general purchasing/business activities as assigned. S/he will be responsible for reviewing all college contracts and negotiating terms and conditions prior to signature. S/he will act as Contract Administrator for all Purchasing Contracts.  This includes the tracking of contracts,  renewals and notifying end users of expiring contracts.   S/he assists the Director of Purchasing with training and administration of GTCC Purchase Card (P-Card) program and Fleet Card program.

Essential Duties/Functions:

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.
 

Difficult Challenges

·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.

Contacts 

·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

QUALIFICATIONS
Educational & Certification Requirements:

· Bachelor's Degree in Business Administration, Accounting or related field.

· Equivalent combination of education and experience that provides the required knowledge, skills and abilities will be evaluated on an individual basis 

· Paralegal experience preferred

Knowledge, Skills, Abilities & Professional Experience:

· 5 years of experience in working in a purchasing department preferred. 

· Some accounting experience preferred.

· 5 years of experience reviewing terms & conditions of contracts.

· Ability to understand contract language and the ability to negotiate contracts.

· Ability to prepare interpretive and analytical procurement-related reports.

· Ability to prioritize and multi-task effectively in a fast-paced environment. 

· Ability to interpret, apply and explain Federal, State and Local purchasing regulations.

· Ability to interpret, apply and explain GTCC administrative policy as it applies to the areas of assignment.

· Display initiative and resourcefulness in solving problems and updating skills/knowledge.

· Flexibility in supporting and instituting change to advance the Finance/Purchasing Departments technologically and organizationally.

· Ability to summarize research/recommendations in a clear, concise manner, using appropriate grammar and vocabulary in writing reports and memos.

· Ability to maintain a positive, assertive, self-confident, and professional demeanor.

· Ability to use independent, mature judgment in responding to unusual situations, resolving conflict and identifying situations and recommended solutions to be referred to the director.

· Proficiency in the use of personal computers-- word processing, spreadsheets and Internet.

· Ability to maintain confidentiality and a clear record of all transactions and reports assigned in order to document a proper audit trail.

· Willingness to display a high level of commitment and dedication.

· Working knowledge of basic legal terminology and concepts; particularly contract law.

· Ability to negotiate prices and contractual terms and conditions with vendors.

· Ability to help internal customers know what they need and what works best for them and GTCC.

· Ability to climb, crawl, stoop, bend, walk and generally navigate a college campus to view building systems, facilities and grounds conditions, and construction sites.

Departmental/Job Specific Requirements:

· Acceptable credit check and background check required.

· Valid NC Driver’s License.

· Successfully complete all required federal, state, and college training classes including but not limited to the following topics:

  -Emergency Action Plans 

  -Emergency Equipment

  -Anti-Harassment

  -Personal Information Protection

  -Ethics Law in North Carolina

Working Conditions:

· Work requires mostly sitting with some walking or standing.

· Work requires carrying objects or loads that weigh 20 pounds or less.

· Rare (less than 15%) exposure to hazardous chemicals, filth, fumes, adverse weather, or personal health and safety risks.


**All GTCC job descriptions reflect duties and responsibilities of the particular job and are subject to change with limited notice.

Application Deadline:

  Open until an adequate pool of applicants is received
How to Apply:
A GTCC application must be submitted in order to be considered. Resumes will not be accepted in lieu of completing an application form. When applying for a position that requires a degree, copies of unofficial transcripts must be attached to a completed application.

*If your education credentials are from a country outside of the United States & if you are extended an offer of employment you will be required to submit a translation/evaluation of your transcript.

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ALL EMPLOYEES PAID BY DIRECT DEPOSIT ONLY!
As an Equal Opportunity Employer, GTCC is strongly committed to diversity & welcomes applications from all qualified candidates, particularly minorities and faculty under-represented in higher education. EOE

Applicants must be immediately eligible to work legally in the United Sates at the time of application. Guilford Technical Community College does not sponsor any VISAs.
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