Hybrid Contract & Procurement Specialist en Blue Ridge Community and Technical College, WV

About the Department

The Contract and Procurement Specialist serves as the lead to manage, oversee and direct the purchasing, acquisition and inventory management of materials, supplies, equipment, services, printing, and disposal of obsolete and surplus materials, supplies, and equipment for the institution. 

The primary duties of this position involve the processing of accounting or fiscal related transactions for an institutional accounting function and serving as an informational resource for departments, colleges, offices, or centers.  

The employee serves as management level for all Procurement, Purchasing, and Accounts Payable matters and is responsible for solving all issues related to those areas. This position requires compliance with all Higher Education Policy Commission and State purchasing procedures and policies, and compliance with all State Auditor's Policies and Procedures for payment processing. 

This position serves as the main point of contact for all employee inquires related to procurement. The employee is responsible for developing expertise that allows for independent completion of duties assigned; Provide VP of Administration & Finance with monthly Purchase Card reporting on funding and issues regarding the Purchase Card process at the institution under the guidelines of Rules and Regulations of Purchasing Card Policies. The position is required to maintain working knowledge of all State Rules and Regulations, including new laws, for processing of payments of all types. The employee works to prevent any conflicts of interest or improper vendor relationships.  Decisions have significant, broad implications for the management and operations of a department as well as contribute to decisions on the overall strategy and direction of the institution.  

This position will include managing a virtual office as needed. 

Position Duties

This position will perform the following:

• Vendors - Interact with and responds to vendor questions or problems concerning contracts, payments, invoice issues, and fielding questions and concerns. Monitor and evaluate contractual arrangements to ensure that vendors are complying with previously agreed upon terms and conditions. Monitor vendor information in state and institutional systems. Spearhead process of locating new vendor sources, including cooperative purchasing groups. 
• Internal Customers - Provide exceptional customer service to promote understanding of the payment process and accounting policies including proper cardholder usage, increased purchasing efficiency and proper oversight of procurement program. Provides periodic training for college staff and faculty relating to the Procurement, Purchasing Card, Accounts Payable, travel, and fleet requirements within the procurement process. 
• Supervision - Responsible for the direct supervision of the Purchasing Assistant and the Accounting Assistant including recommendations for hiring, firing, performance evaluation, training, work allocation, and problem resolution. Lead efficient and effective team meetings.
• Compliance- Ensures that the College is in compliance with financial regulatory, legal, administrative, contractual, procedural, and accounting standards. Including compliance with all Higher Education Policy Commission and State purchasing procedures and policies and compliance with all State Auditor's Policies and Procedures for payment processing. Approve contracts, payment documents, and 1099 tax documents that are compliant with policies and resolves issues related to the above. Submit contracts and purchase orders to the state Attorney General for approval or as may be required by law, administrative procedures and guidelines.
• Equipment - Assist in maintaining the institution’s inventory of materials, supplies, and equipment; and organize the sale of surplus, obsolete or unused materials, supplies, and equipment.
• Guidelines - Establish institutional guidelines and procedures for purchases not exceeding $50,000, purchases exceeding $50,000 and ensure proper policies and procedures are followed.
• P-Card - Support of P-Card coordinators in their duties of reviewing and auditing P-Card receipts. Ensure cardholders complete biannual mandatory cardholder training; assist cardholders with accessing online training and credit card statements. Determine employee eligibility for P-Card program; Submit card applications, maintenance forms, and other necessary documentation to State P-Card division. Inform purchasing cardholders of program changes and due dates, and lead agency specific P-Card training.
• Reporting - Coordinate the daily, weekly, and monthly finance report cycle(s) to capture accounting information from various institutional systems in order to produce reports for vendor payments, ensure all current data is archived for easy retrieval and report production, and produce reports that are filed and retained for auditing purposes and distributed to appropriate departments for review.
• File Retention - Ensure proper maintenance of Procurement, Purchasing and Accounts Payable files, including retention, scanning, and complete transactional documentation from requisition to final payment. 
• Software - Possess expert level knowledge of software applications and state policies with ability to troubleshoot software related Procurement, P-Card and purchasing issues; collaborate with WVNET, Enterprise Readiness, WVSAO, and/or internal sources to resolve processing problems.  
• Leases - Identify contracts and leases that fall under GASB 87 & GASB 96 jurisdiction. Assist Accounting Manager with GASB 87 & GASB 96 reporting. 
• Assist with year-end processing and established deadlines. Support with annual audit needs and questions.
• Attend annual state training.
• Perform other job-related duties as assigned.

Minimum Qualifications

Education:

• Bachelor’s degree from an accredited institution required, preferably in business, accounting or a related field.

Experience:

• Minimum 2 years of directly related work experience is required. 
• Previous supervisory experience preferred. 

Knowledge, Skills, and Abilities Required:

• Proficient at using Excel in conjunction with complex reconciliation requirements 
• Proven ability to logically resolve problems in a timely fashion.
• Demonstrated experience to effectively communicate requirements to staff and vendors.
• Ability to effectively work under pressure, meeting strict deadlines.
• Effectively work with the WVHEPC Director of Procurement and WV State Attorney General’s office to ensure contracts and terms are favorable
• Skilled at effectively inspiring others to accomplish shared organizational goals.
• Ability to maintain confidentiality while working with extensive attention to detail.
• Ability to multi-task while overseeing a primary function of finance.
• Prior experience effectively communicating with, and administering Procurement, Purchasing and Accounts Payable transactions of third-party vendors.

Other Qualifications

Position open until filled.

EOE M/F/Vet/Disability