Business Service Purchasing Specialist (On Site - University Center, MI) Job Listing at Delta College in University Center, MI (Job ID 6625)

Description

The successful candidate must demonstrate experience, skills, and commitment to fostering an environment of belonging, diversity, equity and inclusion in students, faculty and staff.

POSITION SUMMARY:

This position is a Business Services Specialist within Business Services. This position manages communication with internal customers and vendors for purchase orders, prepares cost analyses and resolves all purchase issues and coordinates to process all invoices. Reviews purchasing agreements with vendors and maintains open lines of communications with those vendors. Serves as a resource person for the college community regarding status of purchase orders, payment questions, encumbrances, delivery problems, returns and credits. Using standard templates, the specialist is responsible for writing and issuing requests for quotation/proposal/bid as assigned, for purchases such as outsourced printing jobs; employee awards banquet; equipment and services. The specialist collaborates closely with internal departments and external vendors to align purchasing practices with institutional policies and applicable laws. Primary responsibility for Egencia, the college's online travel system, and serves as the primary customer service point for any travel related questions and procedures and processes reimbursement requests.

Communicates with faculty/staff regarding their reimbursement requests, resolving any issues and providing notification if the reimbursement amounts have changed. Upon approval, travel and PDA reimbursements are vouchered as well as back up for invoice vouchering in the absence of the other staff. Responsible for maintaining contract data base and files, updating procedures and work processes and special projects as assigned. Maintaining various purchasing records for staples and other contracts.
ESSENTIAL DUTIES AND RESPONSIBILITIES INCLUDE BUT ARE NOT LIMITED TO THE FOLLOWING:

• Typical duties include purchasing items for the college community, both online utilizing a college purchasing card, and through the generation and issuance of purchase orders within the Ellucian Colleague system. This involves frequent vendor contact to get pricing, shipping information, W9 and delivery timeline.
• With the purchasing card, responsible for keeping proper audit documentation, allocation of charges to respective cost centers, and uploading of all appropriate receipts and backup information.
• Using standard templates, responsible for writing and issuing requests for quotation/proposal/bid as assigned, for purchases such as outsourced printing jobs; employee awards banquet; equipment and services. This includes identification of vendors, preparation of documents, communication with vendors and internal stakeholders, preparation of bid tally, awarding of bid and vendor notification of bid award.
• Primary responsibility for Egencia, the college's online travel system, and serves as the primary customer service point for any travel related questions and procedures.
• Track open orders, backorders, and deliveries to ensure timely fulfillment and maintain accurate records.
• Monitor purchasing activities to ensure compliance with local, state, and federal guidelines, as well as institutional policies.
• Review all purchases coming into the Business Office along with managing the purchasing system security and routing function.
• Maintain processes and procedures for purchasing.
• Responsible for the review and verification of travel expense reports submitted for reimbursement to insure compliance with IRS guidelines and all related College procedures.
• Coordinates athletic team transportation for scheduling of vans.
• Communicates with faculty/staff regarding their reimbursement requests, resolving any issues and providing notification if the reimbursement amounts have changed. Upon approval, travel and PDA reimbursements are vouchered as well as back up for invoice vouchering in the absence of the other staff.
• Provides general clerical support and works on special projects as assigned.

• Associate degree. Major(s) required: Business, Management, Accounting or equivalent
• 1 year to 3 years of position related experience.

• Business, Purchasing, Accounting Logistics, Supply Management

Special Instructions

Complete an on-line application and attach a cover letter with position title, resume and copies of transcripts (official transcripts required upon hire) and/or certifications and licenses.Required Documents

1. Resume
2. Cover Letter
3. Transcript 1

Optional Documents

1. Letter of Recommendation 1
2. Letter of Recommendation 2
3. Letter of Recommendation 3
4. Professional Certifications or Licensures
5. Transcript 2

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