Purchasing & Contract Coordinator

Tennessee, United States
$45,000.00 - $55,000.00
Nov 20, 2020
Employment Level
Employment Type
Full Time

is accepting applications for the following position: 

Purchasing & Contract Coordinator

Position number: B99799


Motlow State is the fastest growing college in Tennessee.  We are located in the beautiful rolling hills of middle Tennessee and have four campuses that serve students from eleven counties.  We offer a comprehensive benefits package that includes an excellent retirement package from the state of Tennessee, 401K plan with match, thirteen paid annual holidays in addition to annual and sick leave days, health and dental insurance, tuition discounts, and state employee discounts. Motlow positions are contingent upon funding availability and budget approval.

Minimum Qualifications: 

 Bachelor’s degree from an accredited college or university. 
 Three years of experience in a clerical or administrative position. 
 Working knowledge of computer applications including Word and Excel. 
 Excellent attention to detail. 
 Excellent communication skills and a customer service-oriented attitude. 

Preferred Qualifications:

 Bachelor’s degree in business or related field from an accredited college or      university. 
 Two years of experience in purchasing and/or contract management 
 Higher education work experience; especially with the State of TN. 
 Experience with Banner by Ellucian software. 
 Experience with Jaggaer (SciQuest) System 
 Reviewing and preparing financial reports. 

General Function:

Employees in this category are under general supervision. Acts as the College Purchasing Agent to assure that purchases are made according to established purchasing policies and procedures.

Provides general support of the Business Office with specific areas relating to Accounting, Purchasing and Contract Management. Day to day activities will include preparing or reviewing complex, technical information as well as performing routine clerical tasks.

Major Duties and Responsibilities:

(Duties and responsibilities listed are examples of work performed and may be modified as needs of the College may dictate)

•Develops, implements and enforces policies and guidelines as directed and on own
initiative provides efficient and effective College purchasing and contracts operation.
•Responsible for the preparation of all specifications for purchases and contracts.
•Responsible for the review and accuracy of the formal bid tabulation, value assessment and final award decision.
•Ensures the bid awarded is the one that meets specifications, terms and conditions and the quantity and quality of goods and services are obtained.
•Responsible for the management of the College’s procurement card (Pcard) system including monthly review and reconciliations of Pcard transactions.
•Works with College departments in all aspects of purchasing and acts as liaison between College departments and vendors.
•Responsible for the management of the College’s contract system.
•Reviews and analyzes contracts and leases for required clauses to comply with federal, state, TBR and institutional regulations prior to routing for approval.
•Informs the AVP for the need to negotiate with contractors and legal representatives regarding the disposition of impermissible contract language and participates in the process of such negotiation as needed.
•Maintains updated documentation for College employees regarding contract compliance and conducts training as needed.
•Works with College departments in the development and administration of contracts.
•Maintains contract information and files and prepares various reports as needed.
•Maintains the automated purchasing system and implements upgrades and new interfacing applications, i.e., fixed assets module, as required.
•Verifies that all equipment purchased by the College is tagged and capitalized according to established policy.
•Maintains inventory listing and coordinates the annual physical inventory of capital and sensitive minor equipment.
•Operates independently and with only limited direction in an office involved in providing services to students, staff, and community and performing clerical and accounting tasks.
•Composes letters, memos, and other correspondence.
•Assists in various aspects of registration at all campus locations as assigned.
•Prepares various reports, analysis and reconciliations as needed.
•Assists with the year-end closing process and assists with the preparation of the annual financial statements for the College and the Motlow College Foundation.
•Other duties as assigned.

Human Resources Office, Dept. 200
Motlow State Community College
Telephone (931) 393-1541, TDD (931 393-1621)
E-mail: humanresources@mscc.edu  
Website: www.mscc.edu
Motlow College is an EEO/AA/Title VI/Title IX/Sections 504/ADA Employer

Motlow State Community College does not discriminate on the basis of race, color, religion, creed, ethnicity or national origin, sex, disability, age status as a protected veteran or any other class protected by Federal or State laws and regulations and by Tennessee Board of Regents policies with respect to employment, programs, and activities.