Manager, Purchasing (Key West Campus)

$63,380 - $63,380/Yr

Florida Keys Community College - Key West, FL

Full-time - Mid Level

Key West, FL

Educational Services

About the position

The Purchasing Manager at The College of the Florida Keys is responsible for overseeing the operations of the Purchasing Office, ensuring compliance with relevant Florida Statutes, Florida Administrative Code, Board Rules, and College Procedures. This role involves providing administrative support and customer service to various departments within the College. The Purchasing Manager works under the general supervision of the Senior Director of the Business Office and plays a crucial role in facilitating the procurement of goods and services for the College. Key responsibilities include coordinating with requisitioning departments to facilitate purchases, recommending supplier contracts based on cost, quality, and delivery, and managing the College's purchasing cards. The Purchasing Manager is also tasked with preparing necessary documentation for acquiring goods and services, supervising the maintenance of detailed purchasing records, and ensuring compliance with minority vendor certification requirements. Additionally, the role involves reconciling discrepancies in receiving and invoices, overseeing property inventory management, and providing customer service support regarding purchasing matters. The Purchasing Manager will also participate in strategic planning and budgeting processes, approve departmental invoices, assist with PECO-funded projects, and contribute to College recruitment and retention efforts. Attendance at Fall and Spring Graduation/Commencement ceremonies is required, along with other related duties as assigned. This position is vital for maintaining efficient purchasing operations and supporting the College's mission.

Responsibilities

• Serve as the College's Purchasing Professional and ensure compliance with all relevant Florida Statutes, Florida Administrative Code, Board Rules, and College Procedures.
• Coordinate with requisitioning departments to facilitate the purchase of goods and services, including the issuance of purchase orders and receipt of goods.
• Recommend supplier contracts regarding cost, quality, capabilities, and delivery competitiveness.
• Coordinate purchases through the State of Florida Division of Purchasing to attain favorable prices and faster delivery.
• Responsible for the issuance, cancellation, and daily monitoring of the College's purchasing cards, including monthly reconciliation.
• Prepare required documentation (i.e., RFP, RFQ, RFI, ITN, ITB) and facilitate the process of acquiring goods and services.
• Supervise the maintenance of detailed records relating to purchase orders, vendor products, quotations, and prices.
• Maintain minority vendor certification and complete the Fiscal Year Minority Business Expenditures Report.
• Reconcile receiving and invoice discrepancies and act as a liaison with the Business Office.
• Oversee the development and implementation of the College's parking plan.
• Responsible for property inventory management of the College following Florida Statute 1013.28 and related rules and procedures.
• Provide courteous customer service, including answering questions and providing guidance on purchasing matters.
• Maintain an up-to-date database of contact information for contractors and vendors.
• Support compliance and regulatory issues and maintain the Purchasing Department's policies and procedures.
• Create electronic requisitions for the department and maintain purchase order history.
• Provide requisition processing training for employees.
• Participate in Strategic Planning and annual budgeting processes, including establishment of budgetary goals and preparation of budget requests.
• Approve departmental invoices for payment and match existing departmental annual purchase orders.
• Assist the Office of the Executive Vice President & CFO with PECO-funded projects.
• Assist in College recruitment and retention efforts, as appropriate.
• Attend Fall and Spring Graduation/Commencement ceremonies.

Requirements

• Bachelor's degree from an accredited institution in Business Administration or a related field required; Master's preferred.
• Three (3) years of experience involving purchasing and administrative support work required.
• Ability to establish and maintain effective working relationships with staff, students, and the public.
• Knowledge of purchasing procedures and methods, including specification writing.
• Knowledge of store-keeping methods and procedures in the receipt, storage, and shipment of merchandise.
• Knowledge of sources of supply, markets, and price trends.
• Knowledge of accounting principles as they relate to procurement and inventory records.
• Knowledge of administrative principles and practices involved in supervising a public college-purchasing department.
• Ability to prepare specifications, analyze bids, and perform other necessary purchasing functions.
• Ability to be detail-oriented and organized.
• Ability to perform basic math calculations.
• Ability to perform duties with minimal supervision.
• Understanding of, and commitment to, Equal Access/Equal Opportunity.
• Ability to communicate effectively, both verbally and in writing.
• Knowledge of College mission, policies, procedures, and services.
• Proficient in the use of technology.