Procurement Coordinator

Howard Community College ( HCC) is an exciting place to work, learn, and grow! We are proud to have received the Great Colleges to Work For honor for 12 consecutive years, 2009-2020.

Howard Community College values diversity among its faculty, staff and student population. We are an innovative institution that is committed to responding to the ever-changing needs and interests of a diverse and dynamic community. No matter where you want to go in your career, you can get there from here!

Employee is responsible for timely and accurately processing all documentation related to college procurement activities, as well as assisting with other department functions. Responsibilities include effectively communicating internally with departments throughout the college, effectively communicating with external vendors, managing the college's purchasing card program, and performing and coordinating routine administrative duties.

Creates purchase orders after analyzing requisition information to ensure all information is accurate, including appropriate purchasing method, required approvals, backup documentation, proper account structure, vendor identification, and compliance with college procurement policies and procedures. Trouble shoots any system problems that may arise which includes working with IT to resolve when necessary.

Reviews all incoming documentation and determines the proper steps to follow in order to complete the procurement, such as the creation of a requisition, the approval of a check request, payment by a procurement card, or the processing of a contract.

Serves as the primary contact for vendor/staff inquiries regarding the status of purchase orders. Transmits purchase orders to vendors in a manner requested by internal requisitioner.

Receives, analyzes, and processes all requests for change orders and maintenance activities on purchase orders, such as cancellations, line items, price, and other adjustments. Ensures that all necessary approvals are received, including any compliance with college procurement policies and procedures.

Provides training, guidance, and functional support to end users for the Colleague purchase order system.

Responsible for maintain the vendor file by establishing new vendors and updating current vendor information in the college database, ensuring that all required documentation has been received. Serves as primary contact for inquiries relating to the college's tax exempt status and the establishment of a credit relationship with the vendor.

Responsible for managing numerous college wide purchasing relationships, including those that require special purchasing processes or the distribution of discount cards.

Manages responses to inquiries about college purchasing processes, including solicitation procedures.

Manages the procurement card program. Provides the training for new cardholders and approvers. Performs transaction maintenance for the purchasing card program, and acts as liaison between the college and the bank. Performs monthly audits of purchasing card transactions. Reconciles and processes monthly payment and journal entry.

Prepares and issues the formal solicitation of sealed competitive bids and sealed competitive proposals. Develops general and technical requirements and specifications with the assistance of end users and initiates procurement action utilizing all available methods. Conducts solicitation openings, pre-bid/pre-proposal conferences, and evaluation committee meetings. Analyzes documentation for competitive proposals and bids, tabulates, determines the lowest, responsible, responsive bidder or best evaluated firm, and recommends award of contract. Prepares write-ups required for board or presidential review and approval.

Performs routine tasks for solicitations, including drafting correspondence, organizing files, and tracking progress of the solicitation.

Assists with the promotion of continuous improvements for the performance of the college's entire supply chain. Assists in the development of strategic sourcing solutions to achieve cost efficiency and streamline purchasing processes.

Collaborates with the accounts payable staff and other staff in the Finance Department to resolve purchasing related issues. Receives and analyzes check requests to ensure accuracy of request, approvals, account structure, and that proper backup documentation is received.

Performs tasks to sell excess college inventory on college's public, online auction system to sell excess college inventory. Includes working with the end user to receive information about the item to be sold, posting and monitoring the sale on the system, communicating with external buyer and the end user for the pickup of the item, and ensuring that all documentation, including payment, is received before the item is retrieved.

Provides account management of the college's office supply program. Provides training to new users as needed.

Provides monthly Purchasing Training to all new employees responsible for making purchases for the College.

Responsible for maintaining, monitoring, and updating the contract files.

Acts as liaison between college community and vendors. Represents the college at external affiliation group meetings and other events as required.

Responsible for testing Colleague patches as they relate to the purchasing system and giving approval to IT to load patches into the live account.

Cross trains to assist supervisor in the event of an absence.

Assists in the identification of commodities that can be aggregated in various contracts to obtain competitive pricing. Ensures that approved contracts are actually utilized when applicable.

Assists supervisor in completing special projects, year-end closeout, and other tasks.

Responsible for fulfilling all college requirements for annual staff development and diversity functions.

Ensures security and confidentiality of all accounting documents and assets in area of assignment.

Performs other duties as assigned.

* High school diploma or equivalent and three years of related experience. AA degree, preferred in a business related field
* Ability to extensively use one's own initiative to locate and resolve problems in the area.
* Demonstrated ability to perform all tasks with a high degree of accuracy and with close attention to detail.
* Demonstrated ability to analyze information and evaluate options to determine the best solution.
* Demonstrated ability to work independently and prioritize tasks to meet work load requirements and deadlines.

OTHER REQUIREMENTS
* Ability to learn, interpret, and utilize all aspects of the Colleague software system as well as other purchasing or financial management systems.
* Ability to proficiently operate a computer, calculator, copier, fax machine, and scanner.
* Ability to proficiently utilize Microsoft Office applications such as Word and Excel.
* Ability to learn and apply all purchasing procedures, contract administration procedures and cost center manager responsibility procedures correctly.
* Ability to proficiently operate a telephone, including appropriate usage, being able to transfer calls and the use of the college's voicemail system.
* Ability to proficiently use the Internet, and to learn to utilize various internet based purchasing programs.
* Ability to maintain strict confidentiality.
* Ability to communicate effectively, clearly, effectively, and professionally with vendors and college employees both verbally and in writing.
* Regular attendance is a requirement of this job.
* Performs all duties while considering the impact of any actions on the college's sustainability initiatives in the areas of environmental stewardship, social responsibility, and economic prosperity.

The position requires a great deal of interaction with internal and external constituents.

Howard Community College offers competitive salaries, excellent medical and dental selections, tuition reimbursement and paid leave programs. As a participating member of the Maryland Retirement and Pension System, HCC offers two retirement options: The Pension, which requires a 7% employee contribution and The ORP, a 403(b) with a 7.25% employer contribution only. Employees in positions that do not require a bachelor's degree must participate in The Pension. Employees that possess a bachelor's degree and hold professional positions that require a bachelor's degree may choose to participate in either The Pension or The ORP.

*Pre-employment criminal background investigation is a condition of employment.

HCC is interested in all qualified applicants who are eligible to work in the United States. However, HCC will generally not sponsor applicants for work visas. Due to HCC policy, only employees living in states contiguous to Maryland are eligible for work at HCC and include Virginia, West Virginia, Washington DC, Pennsylvania. Candidates must live in the commutable area or willing to relocate at their own expense if offered the position because HCC does not offer relocation benefits.

Please complete the entire HCC Employment Application (Candidates will be evaluated on completing the college's application in full).

Howard Community College ( HCC) is an Equal Employment Opportunity & Affirmative Action employer & values diversity within its faculty, staff & student population. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, gender, sexual orientation, gender identity, genetic information, disability or protected veteran status.
HCC understands that persons with specific disabilities may need assistance with the job application process and/or with the interview process. For confidential assistance with the job application process, please contact the Office of Human Resources at 443-518-1100.