Executive Director Of Procurement And Accounts Payable

Position Summary

Located 45 minutes from the Nation's Capital, nestled in a history-rich community of southern Maryland, The College of Southern Maryland (CSM) is a two-time Aspen Award-winning institution (top 15% of Community Colleges) with academic programs in over 100 disciplines. CSM is among America's top 100 producers of Minority Associate Degrees in twenty categories, according toDiverse Issues in Higher Education. CSM offers excellent health insurance benefits; State Retirement Pension plan; wellness programs; Code Green early closure Fridays in the summer; college closure for spring break and several major holidays, including the week between Christmas and New Year; and for several days in March for Spring Break. We are an innovative institution committed to student success and well known for our flexibility to meet student and community needs.

The Executive Director manages Procurement/Contracts, Accounts Payable, Pcards, GovDeals, and Shipping and Receiving functions for the College of Southern Maryland. The Executive Director serves as the facilitator between college departments and suppliers assuring compliance with college policies and procedures, including COMAR State guidelines. The individual in this position is responsible for all Capital Project bidding, providing oversight on a $3-5 million internal college spend and approximately $25-$50 million in Capital spend. Additionally, the Executive Director is responsible for soliciting, evaluating, negotiating, and awarding CSM wide contracts, according to State procurement laws, procedures, and regulations, as well as maintaining contracts by assuring compliance with terms and conditions.

The College of Southern Maryland conducts background checks in order to ensure the safety and well-being of the College's staff and students. The final candidate for this position will be subject to the following background checks: Criminal History Check and Sex Offender Registry Check.

This position is open until filled. The College of Southern Maryland is an Equal Opportunity Employer.

Specific Duties and Responsibilities

ESSENTIAL JOB FUNCTIONS

• Manages personnel in the Procurement, Shipping/Receiving and Accounts Payable functions of the college.

• Establishes the appropriate protocol for communication with vendors and stakeholders.

• Monitors competition among vendors through negotiation, competitive bidding, and contract buying.

• Monitors compliance with all applicable federal/state/local/college policies, procedures, and guidelines.

• Facilitates the selection of suppliers, competitive prices, and standards of quality consistent with college requirements through policy compliance and recognized purchasing cooperatives and piggybacks.

• Collaborates with stakeholders to establish and select vendors and maintain vendor file(s).

• Collaborates with stakeholders to develop furniture, equipment/supply standards for the college and encourages use of these standards to ensure compatibility.

• Responsible for maintaining the Vendor Master File, issuing POs/BPOs, processing AP invoices, and shipping and receiving, within the Colleague financial management system.

• Responsible for developing and maintaining the PCard and Expense Reimbursement web-based systems.

• Ensures that Purchasing, Shipping/Receiving and Accounts Payable documentation including policy, procedures and Quick Reference Guides are complete and up to date including Terms and Conditions.

• Designs and conducts surveys, as needed, to determine the Department(s) service levels.

• Ensures that adequate files are maintained for requisitions, purchase orders, vendors, catalogues, product information, and prices.

• Works with stakeholders and architects to oversee and administer contracts for the selection of interior furnishings and equipment for new buildings and renovation projects.

• Seeks outsourcing opportunities that will result in cost savings and/or quality improvements.

• Cooperates with other State agencies and/or Cooperative organizations in achieving group buying power.

• Oversees compliance with the college's bidding procedures and State guidelines using COMAR and eMaryland Marketplace.

• Manages and administers the sealed competitive bidding process. This process includes developing, with the assistance of specific users, general and technical specifications for bids and price quotations; provides technical analysis of bids and price quotes; and ensures integrity of the solicitation process(s), oversees compliance with the colleges and State bidding procedures.

• Provides administrative support for purchases/contracts related to capital projects. This includes serving on ad hoc committees, as appropriate.

• Oversees the maintenance of invoice files in ImageNow to ensure they are always in good audit condition.

• Oversees payment processes for accuracy and timeliness,

• Ensures the maintenance of 1099 files and the annual vendor mailing/IRS reporting.

• Manages, evaluates, and develops departmental staff.

• Coordinates with CSM's General Counsel all proposed college contracts. Includes developing and monitoring a database for all college contracts.

• Ensures day-to-day operations continue uninterrupted. Including cross-training for key positions and the development of automated systems.

• Responsible for performing special studies, investigations, or other services as directed by the VP of Financial Services.

• Oversees for the transfer, sale, or disposal of surplus equipment in accordance with all applicable state/federal laws and college policies and procedures.

• Maintains a current departmental policies and procedures manual. Conducts periodic workshops for appropriate personnel and proposes appropriate changes in policies and procedures, as needed.

• Confers with General Counsel's Office regarding bid irregularities, contract disputes, protests or appeals and Public Information Act requests.

• Verifies Certificates of Insurance, Bonds, and references for compliance with contract requirements.

• Verifies Minority Business Enterprise (MBE) participation.

• Negotiates the most favorable prices, terms and conditions for noncompetitive sole source and emergency procurements.

Additional Duties:

• Performs other related duties as assigned.

Minimum Education and Training

Required Education and Experience:

• BA/BS in Accounting, Finance, or Business Administration

• Minimum of five (5) years progressively responsible experience in the operation of the purchasing function (experience should include conducting competitive bidding process, contract management and negotiations, inventory control, and supplies services).

Preferred Education and Experience

• Master's degree preferred.

Licenses, Certifications, or Additional Requirements:

• This position requires financial disclosure.

Minimum Qualifications and Standards Required

Knowledge, Skills, and Abilities:

• Demonstrated proficiency in Microsoft Office Suite (Excel, PowerPoint, Word, and Access)

• Minimum of two (2) years supervisory skills and experience.

• Demonstrated ability to handle multiple tasks and shifting priorities.

• Experience with an integrated data system, preferably one year with Colleague.

• Demonstrated ability to communicate and interact effectively at all levels of the organization.

PHYSICAL DEMANDS

• The work is sedentary which requires exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly.

WORK ENVIRONMENT

Work is performed in a relatively safe, and secure work environment.