Purchasing Agent

Compensation:

$45,968.00 - $57,460.00

Compensation Type:

Salary

Employment Type:

Regular

Scheduled Weekly Hours:

40

Grade:

E02

Department:

Procurement

Position Summary

This position is responsible for the procurement of goods, services and construction for the College. In performing the assigned duties, Purchasing Agents are responsible for maintaining a procurement system of quality and integrity, maximizing the value for the expenditure of publicly held funds, and ensuring the fair and equitable treatment of all persons involved in the College’s procurement. Purchasing Agents must be committed to serving a diverse College community. Actively participates in and contributes to continuous quality improvement.

Duties & Responsibilities

• Under authority delegated by the Chief Procurement Officer, responsible and accountable for the procurement of tangible goods, services, and construction for the College in accordance with State and Federal rules, regulations, and laws and SFCC policies and procedures.
• Reviews incoming purchase requests and documentation for proper signatures, approvals, and fund account information; edits and approves/disapproves purchase requisitions; determines the best strategy for purchasing goods and services for the College with a strong focus on improving response time, increasing savings and obtaining the best value for the College; creates purchase orders within Workday; research problematic purchase orders; and resolves requisition issues.
• Prepares informal solicitations, formal invitations for bids and requests for proposals; develops specifications for the purpose of soliciting bids and proposals from qualified vendors; advertises and sets dates; receives and evaluates quotes, bids and proposals; manages the many stages of the bid process; oversees and manages the evaluation, negotiation and award processes; negotiates terms and conditions; develops and implements final contracts.
• Performs contract administration, including tracking contract expiration and renewal dates; processes contract change orders; closes out projects; manages strategic supplier relationships by monitoring and tracking vendor performance through periodic financial reviews, product performance, customer satisfaction surveys and customer outreach.
• Serves as a liaison between the College and vendors; resolves problems with purchase orders, purchase cards, and contracted orders.
• Provides training for staff and faculty regarding procurement policy and procedures.
• Attends training, workshops and seminars related to these job duties as assigned and approved by the Chief Procurement Officer. Represents the College as a community liaison; participates in community outreach activities.
• Plans, schedules and assists in developing materials and agendas for office sponsored events and meetings.
• Manages and administers the College’s procurement card program. Provides training to users; conducts online monitoring of transactions; receives and approves/disapproves card holder & vendor override requests; researches violations to determine nature of infraction and mitigating circumstances; notes and reports program problems; receives and researches transactional and procedural questions; researches and investigates administrative problems and concerns associated with the P-Card program; uploads monthly spend report data into Workday for A/P; manage card holder profiles, including ordering cards, cancelling cards, setting limits, and helping with reconciliations as required.
• Trains and assists personnel in using Workday software to author purchase requisitions, performs budget queries; reviews and approves documents; views document status. Provides training for staff and faculty in new purchasing policies and procedures. Analyzes procurement spending patterns and data to manage automated workflows for purchasing system.
• Actively participates in the development of internal policies and tools necessary to implement strategic sourcing initiatives; facilitates end-user participation and support of strategic purchasing initiatives; develops and executes strategies for strategically marketing sourced contracts to the College.
• Drafts and recommends for approval, procurement policy and procedures.
• Analyzes campus purchasing data/trends to determine the best strategy for purchasing goods and services for the College in order to increase savings and obtain best value for all purchases.
• Develops and utilizes spend reports and other data mining tools to conduct commodity-related spending analysis; prepare supporting reports/spreadsheets, make recommendations for strategic sourcing initiatives; evaluate strategic contracts and e- procurement supplier enablement initiatives.
• Oversees and manages the College’s small, minority, disabled, veteran owned business program, which is designed to promote outreach and education to those populations in an effort to better enable their inclusion in College purchasing activities. Works closely and collaboratively with the Small Business Administration and other Federal agencies/sponsors, SFCC sponsored programs, Principal Investigators, and Research Associate Deans to train, guide and enforce small business contracting/subcontracting processes. May be called upon to prepare and submit Small Business Subcontracting Plans for research projects mandated by the Federal Acquisition Regulations (FAR) and submit subcontracting reports for federally sponsored research projects under the guidelines from the granting agency.
• Manages and maintains internal and external web pages related to College procurement. Performs related duties as assigned.

Minimum Qualifications:

• Bachelor's degree  in business, business administration, operations or a related field.
• Three (3) years related experience.
• Ability to be bonded.
• Equivalent related experience may be substituted for education on a year for year basis.

Additional Comments to Applicants:

Applications are disqualified in the first level of review if they do not meet all Minimum Qualifications listed in this job posting. (Years of experience are calculated based upon numbers of hours worked per week. Example: 2 years of experience working 20 hours per week equals 1 year of experience.) Relevant experience pertains to Minimum Qualifications, Job Summary/Basic Function, and Preferred Qualifications/Knowledge, Skills and Abilities described in this job posting. ASSUMPTIONS ARE NOT MADE at any level of SFCC’s Hiring Process if information presented in the application material does not clearly address the Minimum Qualifications, Job Summary/Basic Function, and Preferred Qualifications/Knowledge, Skills and Abilities. Number of pages of application material will not negatively/positively affect your application, however, LACK OF DETAIL may.

Diversity Statement:

As Santa Fe Community College (SFCC) neighbors ancient Pueblo lands, and is a Sanctuary campus in a Sanctuary city, SFCC is committed to attracting and retaining highly qualified and richly diverse faculty and staff. Our students need a community to teach and support them and that represents their diversity. SFCC strives to make our campus a place of safety, inclusion and equity where all individuals from all diverse backgrounds feel welcomed, nurtured and valued. At the heart of SFCC’s mission – Empower Students, Strengthen Community. Empoderar a los Estudiantes, Fortalecer a la Comunidad – is a commitment and promise that higher education and opportunity should be open to everyone in our community and to fostering a climate where students can be who they want to be. A place where all within our community belong. A place where you are seen, a place where you are valued, a place where you are respected, a place where you are appreciated. Come join our community!

EEO Statement:

As an EEO employer, Santa Fe Community College will not discriminate in our employment practices based on an applicant’s race, ethnicity, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, serious medical condition or status as a protected veteran or spousal affiliation. Santa Fe Community College hires only U.S. citizens and individuals lawfully authorized to work in the U.S.