Purchasing & Accounts Payable Generalist

Position Summary

Responsible for the purchasing operations for the College to include the procurement of supplies, equipment, and services necessary for the operation of the College ensuring that high quality goods and services are delivered in a timely manner at competitive prices.

Reporting Authority:
Senior Accountant

Essential Duties and Responsibilities

Required Knowledge, Skills, Abilities and

Essential Job Functions:

The essential job functions listed are not comprehensive and duties and responsibilities may change without notice.

* Ability to conduct independent research of various commodities and services and stay current with trends and best practices for procurement.

* Ability to promote and maintain effective working relationships.

* Ability to exercise judgment and discretion in interpreting and applying institutional policies and procedures.

* Ability to establish and maintain effective contacts with government officials, vendors, employees, and the public.

* Extensive knowledge of accounting principles, budget maintenance, and auditing procedures relating to purchasing.

* Ability to maintain Capital Asset files and reconcile them with the general ledger annually.

* Ability to process and understand annual accumulated depreciation of assets.

* Ability to maintain confidentiality of office information.

* Ability to adhere to strict deadlines on a continuing basis and function effectively under heavy workloads during peak periods.

* Ability to handle multiple priorities and assignments, organize work, and function independently.

* Ability to effectively present information and respond to questions from groups of managers, clients, customers, and general public.

* Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, and state or governmental regulations.

* Ability to write reports, documentation, business correspondence and procedure manuals.

* Excellent customer service, interpersonal communications, and critical thinking skills.

* Ability to communicate effectively both orally and in writing.

* Ability to maintain calm and professional in emotionally charged situations.

* Ability to define problems, collect data, establish facts and draw valid conclusions.

* Ability to work effectively in a diverse community and meet the needs of these diverse populations.

Essential Job Functions:

Purchasing

* Manage and oversee the day-to-day purchasing activities and ensure that Bishop State Community College and state purchasing policies and procedures are followed.

* Instructs and assists all College departments regarding proper purchasing procedures in compliance with Alabama Community College System Board of Trustee policies, the Code of Alabama, Government Accounting Standards Board (GASB), and all other applicable federal or state laws.

* Complies with state laws and policies regarding purchasing of supplies, goods, and services.

* Develops and keeps an up-to-date Purchasing Policies and Procedures Manual.

* Works directly with vendors to secure the highest quality of supplies, goods, and services at the lowest possible cost.

* Closes all purchase orders for College and restricted programs greater than 60 days old by fiscal year end.

* Resolve open purchase orders and problem resolution.

* Coordinates requests from new vendors to become approved vendors.

* Receives and processes all requisitions for purchasing from the unrestricted, auxiliary, restricted, and plant funds.

* Assists Accounts Payable with resolving problems with vendors and/or College departments regarding price, deliveries, returns, warranties, incorrect invoices, etc.

* Work with the Grants offices to verify all orders are properly recorded.

* Flags purchase orders in excess of $5000.00, to ensure the required vendor disclosure statements are obtained from applicable vendors.

* Answers inquiries related to purchasing activities, such as contracts, bids, and orders presented by vendors and college personnel.

* Analyzes cooperative purchasing options and compare available contracts.

* Maintains state contracts and bid files authorizing purchases and prepares required reports.

* Verifies College's tax-exempt status with bidders and other vendors.

* Oversees asset additions and deletions to the College and handles surplus property sales.

* Maintains asset files for the College and has them readily available for annual audits

* Along with the IT Department, performs and/or oversees annual physical inventory.

Essential Job Functions:

Bid Processing and Management

* Coordinates all phases of Bishop State Community College proposal process to ensure full compliance with appropriate bid rules and regulations.

* Researches bid law updates and attend professional development to maintain knowledge base concerning the Alabama and Federal competitive bid law.

* Assists in the preparation of specifications, legal advertisements, formal bid invitations, and requests for Proposals, and correspondence regarding purchasing matters.

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