Coordinator Of Purchasing - Internal Applicants Only

Work Week

40 Hours | Flexible schedule to meet department needs to include evenings and weekends.

Position Summary

Insurance Program(s)

• Review insurance coverage (liability, casualty, worker's compensation, etc.) in consultation with the Illinois Community College Risk Management (ICCRMC) consultant to ensure that appropriate coverage levels are in place to protect the College from loss at a reasonable cost

• Work with the CFO to coordinate the renewal of all property, casualty, and liability insurances (liability, casualty, worker's compensation, etc.)

• Work with the CFO on developing and implementing risk management activities to reduce exposure to loss and in conjunction with Human Resources, Facilities, IT, Safety Committee, and ICCRMC, and others as necessary

• Timely processing of claims in collaboration with the College attorney, Human Resources, Facilities, CFO, and insurance consultant as necessary

• Monitor and maintain a vehicle insurance compliance program

• Coordinate and evaluate the usage of College-owned and rented vehicles.

Purchasing

• Develop and maintain College purchasing procedures to ensure efficient operations and compliance with applicable Board Policy and State of Illinois Statutes

• Develop and update the College's purchasing strategy and implement purchasing processes. Train personnel on purchasing processes and procedures

• Implement and maintain technology, including the College's ERP, to maximize system usage and provide a process that streamlines the purchasing process

• Review and approve purchase orders

• Schedule deliveries and ensure timely fulfilment of orders

• Maintain record of goods ordered and received

• Evaluates prospective vendors based on quality, timeliness, and price

• Monitor College purchasing activity to ensure compliance with College procedures, Board Policy, and State of Illinois Statutes

• Coordinate the submission of Board Reports for purchase approvals with the requesting department

• Review and maintain the College's memberships and participation in purchasing groups and consortia to ensure efficient procurement of goods and services

• Evaluates opportunities to improve inventory and supply needs across the campus

Bids/Contracts

• Develop formal bid and Request for Proposal/Qualifications (RFP and RFQ) documents, when required, for College purchases

• Prepare and update the College website regarding anticipated bids, proposals, and approvals

• Review all College contracts (for renewal terms, payment terms, insurance clauses, etc.) before submission to Chief Financial Officer/Treasurer for final approval

• Negotiate prices and contracts with College vendors

Other

• State reporting for Business Enterprise Program and other agency compliance as required

• Payment for postal usage and mail related equipment leases

• Coordinate, in conjunction with appropriate departments, the College's capital asset procedures, disposal of assets, surplus goods, reporting, and valuation of fixed assets

• Provide backup coverage and support for payroll, grants, and fixed asset

• Assist the Business Affairs area with the annual audit and year end processing

• Maintain currency in trends in procurement and purchasing processes, procedures, technology, and accounting trends

• Work collaboratively with others (e.g. colleagues, stakeholders, vendors) to accomplish functions and responsibilities in carrying out the mission of the college

• Assembles departmental budget

• Coordinates the daily activity of the Business Services Specialist

• Assume additional duties as assigned by immediate supervisor

Essential Job Functions and Responsibilities

Insurance Program(s)

• Review insurance coverage (liability, casualty, worker's compensation, etc.) in consultation with the Illinois Community College Risk Management (ICCRMC) consultant to ensure that appropriate coverage levels are in place to protect the College from loss at a reasonable cost

• Work with the CFO to coordinate the renewal of all property, casualty, and liability insurances (liability, casualty, worker's compensation, etc.)

• Work with the CFO on developing and implementing risk management activities to reduce exposure to loss and in conjunction with Human Resources, Facilities, IT, Safety Committee, and ICCRMC, and others as necessary

• Timely processing of claims in collaboration with the College attorney, Human Resources, Facilities, CFO, and insurance consultant as necessary

• Monitor and maintain a vehicle insurance compliance program

• Coordinate and evaluate the usage of College-owned and rented vehicles.

Purchasing

• Develop and maintain College purchasing procedures to ensure efficient operations and compliance with applicable Board Policy and State of Illinois Statutes

• Develop and update the College's purchasing strategy and implement purchasing processes. Train personnel on purchasing processes and procedures

• Implement and maintain technology, including the College's ERP, to maximize system usage and provide a process that streamlines the purchasing process

• Review and approve purchase orders

• Schedule deliveries and ensure timely fulfilment of orders

• Maintain record of goods ordered and received

• Evaluates prospective vendors based on quality, timeliness, and price

• Monitor College purchasing activity to ensure compliance with College procedures, Board Policy, and State of Illinois Statutes

• Coordinate the submission of Board Reports for purchase approvals with the requesting department

• Review and maintain the College's memberships and participation in purchasing groups and consortia to ensure efficient procurement of goods and services

• Evaluates opportunities to improve inventory and supply needs across the campus

Bids/Contracts

• Develop formal bid and Request for Proposal/Qualifications (RFP and RFQ) documents, when required, for College purchases

• Prepare and update the College website regarding anticipated bids, proposals, and approvals

• Review all College contracts (for renewal terms, payment terms, insurance clauses, etc.) before submission to Chief Financial Officer/Treasurer for final approval

• Negotiate prices and contracts with College vendors

Other

• State reporting for Business Enterprise Program and other agency compliance as required

• Payment for postal usage and mail related equipment leases

• Coordinate, in conjunction with appropriate departments, the College's capital asset procedures, disposal of assets, surplus goods, reporting, and valuation of fixed assets

• Provide backup coverage and support for payroll, grants, and fixed asset

• Assist the Business Affairs area with the annual audit and year end processing

• Maintain currency in trends in procurement and purchasing processes, procedures, technology, and accounting trends

• Work collaboratively with others (e.g. colleagues, stakeholders, vendors) to accomplish functions and responsibilities in carrying out the mission of the college

• Assembles departmental budget

• Coordinates the daily activity of the Business Services Specialist

• Assume additional duties as assigned by immediate supervisor

Required Qualifications

• Bachelor's Degree from a regionally accredited institution and/or three (3) years' experience in purchasing and/or a related accounting/business field

McHenry County College offers a complete benefits package to full-time employees including medical, dental, vision, life and long term disability coverages, and flexible spending accounts. Employees also receive 15 paid holidays and a competitive bank of vacation, sick, and personal leave time along with an optional Sick Leave Pool. The College also offers employees the opportunity to save for retirement through deferred compensation plans.

The College waives tuition and fees for any full time employee who takes credit courses at MCC as well as providing tuition reimbursement for pre-approved course work taken at a regionally accredited institution upon successful completion of such course.

Agency McHenry County College

Address 8900 U. S. Highway 14

Crystal Lake, Illinois, 60012

Phone (815) 479-7562

Website www.mchenry.edu