Purchasing Specialist

Job Summary To provide assistance in the overall function of the College’s Purchasing Office. This includes providing trainings and technical assistance to employees, implementing ongoing business procurement improvements, and complying with federal and state audits, requirements and regulations. Essential Duties and Responsibilities Provides assistance with all operations and activities needed for the acquisition of goods, services, travel transactions, and credit card purchases. Prepares quotes, evaluate material and services, database maintenance, file management, invoice issue resolution, and audit support. Prepares and reviews detailed specifications for bids and proposals, tabulate and analyze data; recommend award; may assist with establishing agreements for commodities or services. Assists with verifying that all processes are in compliance and documented according to the TSC Board procurement policies and State of Texas procurement laws. Processes and prepares purchase orders for goods and services to the departments and vendors. Assists with preparing reports for Purchasing Co-Ops, Legislative Budget Board (LBB), and others as needed. Provides assistance with the management of all credit card related transactions including but not limited to the maintenance of a cardholder list. Assists with the maintenance of the Purchasing website by requesting the upload of new forms, tabulation, notices, procedures, etc. Assist with the public competitive bidding process (RFQ, RFP, IFB, etc.) Responsible for all publication of newspaper advertisement, prepares agendas, sign-in sheets, tabulation, thank you and award letters, and attends pre-bid conferences, and bid openings. Prepares summary of bids or proposals received through public competitive processes, reviews proposals, and tabulations. Develops and maintains monthly and annual timelines for purchases that require board approval to meet required deadlines established by TSC Board and the State of Texas procurement policies. Assists with the development of all purchasing related forms. Assists with the travel processes to ensure that travel rules and regulations promulgated by the State of Texas travel management program are met. Provides education and training to the departments to ensure effective purchasing practices and interaction with the vendors. Exercises purchasing knowledge and tact dealing with departments and outside vendors for the purpose of procuring goods and services. Assists with contract administration compliance requirements. Assists in analyzing departmental activities and documents for compliance with College policies and State of Texas rules and regulations. Assists in all aspects of the disposition process for College surplus materials. Generates correspondence and mail regarding procurement issues with the College, department and vendors. Performs work in compliance with applicable rules and regulations. Maintains files and accurate records of purchase requisitions to document purchasing activity. Completes duties and responsibilities in compliance with college standards, policies and guidelines. Uses interpersonal skills and makes sound judgments to decide how duties and responsibilities are completed between coworkers, the supervisory chain, faculty, staff, students, and customers. Completes all required training and professional development sessions sponsored by Texas Southmost College (TSC). Supports the values and institutional goals as defined in the College’s Strategic Plan. Participates in the development of outcomes, monitors assessment of those appropriate outcomes, and assists in the development of plans of action for improvement based on the assessment of those outcomes. Participates in the process for systematic review and evaluation per the institutional effectiveness model adopted by the College. Attends the workplace regularly, reports to work punctually and follows a work schedule to keep up with the demands of the works…

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