Business Services Specialist
McHenry County College

Work Week

29 Hours | Flexible schedule to meet department needs

Position Summary

Support the Coordinator of Purchasing in all aspects of routine purchasing, quotes, formal bids, and proposals. Assist Coordinator of Purchasing with all aspects of the College's insurance renewals and risk management activities.

Essential Job Functions and Responsibilities

Purchasing

• Assist the Coordinator of Purchasing in a combined effort in conducting research to determine the best vendors, products, and services to meet the needs and requirements of College departments
• Communicate directly with vendors to obtain quotes and place orders.
• Create and monitor purchase orders from approved requisitions submitted by authorized College personnel to be distributed to vendors and departments.
• Ensure that submitted requisitions are properly approved and have appropriate funds budgeted for the expenditure.
• Coordinate with requesting department, vendor, receiving, and accounts payable to ensure timely acquisition, delivery, and payment for goods and services.
• Assist Coordinator of Purchasing in the preparation of formal bids and requests for proposal or requests for qualifications, as requested.
• Ensure that all purchases follow College procedures, Board Policy, and Illinois State Statutes
• Monitor open purchase orders and follow-up with vendor and/or requesting department to resolve issues and ensure delivery of goods and services.

Insurance

• Assist Coordinator of Purchasing with administration of insurance program and administration of risk management activities, as directed
• Ensure that all insurance information is handled in a confidential manner.

Other

• Coordinate with Accounting Office regarding Purchasing Cards, Sam's Club, Costco, etc., and other charge type accounts to ensure they are being properly coded and paid.
• Coordinate credit accounts to ensure memberships are maintained, purchases are correct, and payments are timely.
• Work collaboratively with others (e.g. colleagues, stakeholders, vendors) to accomplish functions and responsibilities.
• Assume additional duties as assigned by the Coordinator of Purchasing or the CFO.

Required Qualifications

• Associate's degree from a regionally accredited institution or equivalent
• Two years experience in purchasing, with emphasis on public purchasing and preparing bids and requests for proposal

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