Assistant Director of Purchasing and Contract Management

Job Description

Job Description

SUNY Sullivan

Assistant Director of Purchasing and Contract Management

Position Description

About Us: SUNY Sullivan is a forward-looking, top-tier community college in New York offering over 40 degree programs, certificates, and micro-credentials for learners at all levels of their educational goals. We value critical inquiry and creativity while supporting our students in a culture of inclusion and respect.

Learn more about SUNY Sullivan's employee benefits and 405-acre campus on our website.

Job Summary:

The Assistant Director of Purchasing and Contract Management oversees the College purchasing functions, including budget compliance, requisition review, vendor contact, bidding procedures, entry, approval and purchase order creation and closing, operation and training staff in the use of the on-line purchase order system.

The Assistant Director of Purchasing and Contract Management reports to the VP of Administrative Services. The position is classified as Academic Support and the incumbent is a member of the Professional Staff Association.

Qualifications:

• Associate (3) or more years experience in a related position such as business manager, purchasing agent, etc. ORFive (5) or more years experience in related field such as purchasing, office management, wholesaling or retailing, etc. ORAny equivalent combination of education and experience.
• Bachelor's degree preferred

Duties and Responsibilities:

• Acquire and assist other departments in acquiring quotations for various items needed and in preparation of purchase requisition, and enter requisition into the system for approval.
• Turn approved purchase requisitions into purchase orders, file PO in the vendor file, monitor receiving reports for the receipt of the items and invoices and reconcile against the PO, submit PO to Accounts Payable for payment if all items are in agreement.
• Monitor and evaluate encumbrances and open purchase order list on an ongoing basis. Keep open purchase order list up to date including, cancelling purchase orders, and following up with vendors regarding deliveries, returns, pricing as necessary, and close unresolved open purchase orders.
• Oversee all returns for items ordered by purchase order and obtain the appropriate credit from vendors.
• Verifies billing statements against vendor payment information.
• Works with vendors regarding the college's tax-exempt status to ensure the College is not charged tax.
• Maintain direct and continuous contact with the Facilities Support Technician to assure the arrival, receipt, and return of all ordered merchandise and equipment
• Close out all purchase orders at the end of the year in coordination with the Controller and Assistant Controller. Prepare end of year journal entries and maintain control of other accrued liabilities in regards to purchasing.
• Maintain contact with vendors, College Division Directors, Deans, and support staff to support and provide assistance in purchasing.
• Oversee purchasing and processing of special items, including:
• Ordering of all paper, letterhead, envelopes, and office supplies including the preparation of quotations, purchase requisitions, and purchase orders.
• Preparation of all business cards, acquiring and consolidating the necessary information, obtaining quotations, preparing the purchase requisition and purchase order, proofing the cards before printing and distributing the cards after printing.
• Maintaining, in collaboration with the Facilities Support Technician, the office supply room and paper stock for the entire campus.
• The return of used toner cartridges for copiers.

• Oversee and administer all public-bidding procedures as required by General Municipal Law and maintain a schedule of bids.
• Work with Vice President for Administrative Services and other appropriate parties to prepare bid documents, prepare and submit notification of bids and proposals to the New York State Contract Reporter and other local papers, prepare responses to questions on bids and proposals, oversee bid opening, prepare bid summary, work with bid review committee to make a recommendation to the President for awarding a contract, work with the Executive Assistant to the President to prepare board documents for approval of contract awards.
• Prepare and administer all paperwork for contract documents in regards to bids including certificates of liability and prevailing wage as per the college's purchasing policy and insurance requirements.
• Maintain all credit cards accounts, including Shoprite, Home Depot, Walmart, A.C. Moore, Wex (gas), and the American Express Corporate Account including the issuance of cards, reconciliation of the accounts, and preparation of check requests and purchase orders for payment.

• Issue, maintain, and reconcile E-Z pass for College Vehicles.
• Procure and maintain permits and licenses necessary for College operations, including all vehicle registrations and insurance cards for all College Vehicles.
• Administer all service and maintenance contracts, as well as contracts for leased equipment, including vehicles.
• Maintain and file mileage log in all vehicles.
• Maintain records and accounts for all cell phones and communication equipment, identifying equipment and service needs, and establishing and reconciling accounts.
• Complete hotel room reservations and rental car reservations for approved travel requests.
• Process employee's mileage reimbursement through purchase orders.
• Maintain the college's government entity status with the New York State Department of Taxation and Finance.
• Enter vendors and perform vendor maintenance on the Jenzabar EX System. Obtain and keep track of all W-9 forms for all new vendors before entering vendor information into the system.
• Prepare and complete monthly report for the Board of Trustees, which summarizes all pertinent information and activity in the Purchasing Department.
• Gather data and information for various reports to/for the Vice President for Administrative Services, Controller, and/or Assistant Controller.
• Assist, if necessary, in the preparation and maintenance of the Central Services departmental budget.
• Serve as liaison for purchasing related areas, including Accounts Payable and the Controller's office.
• Identify and recommend changes to improve the effectiveness and efficiency of the purchasing and bidding processes and unit administration and operations.
• Coordinate annual college insurance renewals (applications), claims, and provide certificates of insurance to the vendors.
• Coordinate and facilitate the request of travel to make sure it is consistent with SUNY Sullivan policies of travel, mileage incidentals and meal expense, and charge it to the proper department accounts.