POSITION DESCRIPTION

Position Title:

Procurement Manager              

FLSA Status:  Exempt

Reports to:             

Comptroller

Department:

Procurement

Date Prepared:

October 2007

BASIC FUNCTION:

This is a full time twelve-month Position. This position is responsible for all purchasing procedures including: writing specifications, management of bid procedures, preparing purchase orders, encumbering of purchase orders using People Soft Accounting System, matching of invoices with orders. This position is also responsible for obtaining the necessary documentation review and posting of all state purchasing card transactions of the College. Some travel to training events will be required.

NATURE & SCOPE:

The Purchasing Manager reports to the Comptroller. The incumbent will not have supervisory responsibilities.

The main responsibility of this position is to purchase items for the College while following the purchasing laws of the State of Georgia, Department of Administrative Services, and the rules and regulations of the College and the University System of Georgia. This includes writing specifications for bids, managing all bids, awarding of bids, price comparison, preparing purchase orders, encumbering orders in the People Soft Accounting System, ordering purchases, and matching invoices with orders. The scope of this responsibility will also be to manage the College’s use of state purchasing cards. Responsibilities of this area include collection review and posting of purchasing card transactions and documentation.

The position of Purchasing Manager requires attention to detail, basic computer knowledge, and organizational skills. The incumbent must also be able to communicate effectively with a diverse group. Effectively communicating with various Departments on campus and vendors will allow for competitive and concise purchasing. This position will also be required to conduct campus wide training on College purchasing procedures and requirements.

PRINCIPAL ACCOUNTABILITIES

Ø      Ensures that the purchasing laws of the State of Georgia and the rules and regulations of the College and the University System of Georgia are followed.

Ø      Oversees the purchasing of all items over $5,000

Ø      Prepares and encumbers purchase orders for the People Soft Accounting System

Ø      Oversees all bids submitted to the Georgia Procurement Website

Ø      Program administrator for campus Purchasing Card

Ø      Oversees all purchases made with the purchasing cards making sure users adhere to the rules and regulations set forth by DOAS in the use of the purchasing cards.

Ø      Applies necessary chart field data to purchase orders and purchasing card transactions so that they may be posted to the general ledger.

Ø      Uses Microsoft Works database to upload purchasing card transactions into peoplesoft.

Ø      Maintains appropriate spending levels for all users.

Ø      Communicates to DOAS when adjustments are required to cards.

Ø      Maintains “the Works” program for Users and Accountant

Ø      Trains users on “the Works” program and proper procedures set forth by DOAS

Ø      Travel will be required for continued statewide training.

BUDGETARY RESPONSIBILITIES:

The Purchasing Manager oversees the budget of the Procurement/Asset Management office. (Approximately $80,000).

SPECIALIZED KNOWLEDGE AND EXPERIENCE REQUIRED:

This position requires a Bachelor’s Degree with purchasing experience, or 5 years of experience, or to be a Certified Professional Public Buyer. Prior knowledge of state purchasing regulations and the People Soft Accounting System is desirable. This position also requires: computer skills, excellent organizational skills and communication skills (oral and written).