Working Hours: 

Specific work hours to be agreed upon by the supervisor and employee prior to the onset of employment.

Summary: 

Plan, coordinate, organize, direct and control all College purchasing activities to ensure federal, state, and College laws, regulations, policies, and procedures are followed related to the procurement of goods and services. Oversee and manage all shipping and receiving activities. Oversee and manage all mailroom services. Manage and respond to Right-to-Know requests in compliance with the Pennsylvania Office of Open Records. Work cooperatively with colleagues in the information technology, facilities and security, and finance departments to achieve team and College objectives. Provide a high level of service by establishing and maintaining effective working relationships and partnerships.

Critical Success Factors:

Year One Critical Success Factors:

• Understand the roles and responsibilities of the purchasing/receiving team members
• Understand and incorporate the purchasing policy framework
• Become familiar with current construction in progress and impending projects

Ongoing Critical Success Factors: 

• Ensure the purchasing team provides a high level of service to external and internal customers
• Learn federal, state and grant purchasing policies as applicable
• Seek out and recommend efficiencies and/or cost savings opportunities for the College
• Comply with Office of Open Records Right-to-Know regulations and deadlines

Travel Requirements: 

Position may require local, regional, or national travel to attend workshops or conferences.

Essential Duties and Responsibilities: 

1. Responsible for the purchase of all services, supplies, furniture and equipment for the College, in accordance with Reading Area Community College (RACC) policies including: 
   a) Maintaining all paperwork pertaining to purchasing (bid lists, contracts, receipts and purchase orders).
   b) Enforcing the College's purchasing policies, with special emphasis on public bidding procedures and verbal and written quotations in accordance with all applicable College, County, State and Federal guidelines.
   c) Preparing bid specifications, reviewing purchase orders, bids, proposals, and vendor agreements.
   d) Working with College’s Solicitor as necessary.
   e) Developing and maintaining a process to evaluate vendor quotations that utilizes appropriate negotiation and purchasing techniques to ensure quality, price, delivery, and service according to RACC Policy.
   f) Recruiting and maintaining suppliers that provide high quality products and services at optimal pricing while maintaining the highest code of ethics and conduct.
   g) Monitoring and managing delivery and ongoing compliance with terms of agreement.
2. Along with the VP of Fiscal and Human Resources, and the Senior Vice President for Financial and Administrative Services, responsible for procurement of construction services and development of and adherence to timelines in line with Pennsylvania law, RACC policies, and grant or other funding-source requirements.
3. Manage College contracts by drafting, evaluating, negotiating, executing, and tracking contracts as necessary. 
4. Serve as the College’s contract compliance officer for agreements related to the purchase or lease of goods and services.
5. Responsible for responding to Right to Know Requests including working with the College Solicitor as needed.
6. Organize, supervise, and direct mailroom functions and the receiving/delivering of supplies and equipment to the College community.
7. Analyze market and delivery conditions to determine present and future material availability.
8. Arrange for disposal of surplus materials.
9. Serve on committees as requested.

Supervisory Responsibilities: 

Directly supervise full-time, regular part-time and other part-time employees assigned to the position and involved in purchasing, receiving, and mailroom functions. Carry out supervisory responsibilities in accordance with College policies, Collective Bargaining Agreements and applicable laws. Responsibilities include interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance, and taking corrective action with employees; addressing complaints and resolving problems. 

Qualifications: 

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience:    

Required

1. Associate’s degree and five years purchasing experience, or bachelor’s degree and three years purchasing experience, or equivalent combination of other education and experience.
2. Familiarity with construction terminology and trades.
3. Experience in construction procurement or construction project management.

Preferred

1. Bilingual: English/Spanish Preferred.
2. Bachelor’s degree in business, accounting, or a related field.
3. Two years supervisory experience.
4. Experience working in a union environment.
5. Experience working in higher education.

Other Qualifications:              

1. Excellent interpersonal skills.
2. Above average written and oral communication skills.

Computer Skills:                  

To perform this job successfully, an individual should have knowledge of Internet software, order processing systems, and be able to use Microsoft Office Suite Tools in a highly efficient manner.

Certificates, Licenses, Registrations: 

Certified purchasing manager preferred.

Communication Skills:

Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations.  Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from administrators, board of trustees, employees, vendors or members of the general public.

Mathematical Skills:            

Ability to work with mathematical concepts such as probability and statistical inference. Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations.

Reasoning Ability:                  

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

 Physical Demands: 

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to sit and talk or hear. The employee is occasionally required to walk and use hands to finger, handle, or feel. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and ability to adjust focus.

Work Environment: 

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.

FOR ANNUAL SECURITY AND CRIME STATISTICS REPORTS:

https://www.racc.edu/about-racc/clery