Purchasing & Contracts Assistant
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Purchasing & Contracts Assistant Bookmark this Posting Print Preview | Apply for this JobPlease see Special Instructions for more details.Applicants are required to submit a cover letter, resume, and contact information (email and phone number) for three references, one of which must be professional/supervisory.NOTE: References will be contacted at the time of campus interviews.For guaranteed consideration, please submit all documents by Sept. 22, 2024.Vacancy AnnouncementPosition InformationCampus Title Purchasing & Contracts AssistantDepartment Procurement & Property Control SvcsPosition SummaryHIGHLIGHTSSUNY Geneseo is looking for a new team member to provide excellence in service to the College community through this Purchasing & Contracts Assistant position. Under the direction of the Director of Purchasing & Central Services, the Purchasing & Contracts Assistant position will support campus procurement needs by providing timely review of commodity, service, and revenue contracts to ensure that agreements meet institutional needs while ensuring compliance with New York State Finance Laws, Office of State Comptroller Guidelines, and SUNY policies and procedures.This position will:communicate with campus officials and vendors about the status of contracts,draft contracts and agreements as necessary to support campus initiatives,prepare documentation necessary for contracts requiring the prior approval of the Attorney General and Office of State Comptroller,assist the Director with the preparation of RFPs and IFBs, andmaintain contract records in compliance with appropriate records retention schedulesRequired QualificationsMINIMUM QUALIFICATIONS :Bachelor's degree by time of appointmentStrong oral and written communication skillsStrong organizational skills to independently manage multiple competing priorities and deadlines effectivelyAttention to detailAbility to manage a diverse workload within a dynamic environmentDemonstrated commitment to providing exceptional customer serviceAbility to work with individuals from diverse backgroundsDemonstrated expertise in Microsoft Office Suite applications, especially Microsoft WordPreferred QualificationsPREFERRED QUALIFICATIONSExperience working with procurement and contractsHigher education or New York State procurement experienceExperience drafting and editing contracts or agreementsExperience working in complex regulatory environmentsLicense/CertificationOther Skills RequiredSupervision ReceivedThis person will receive direct and ongoing supervision from the Director of Purchasing & Central Services.Supervision ExercisedPosting DetailsPosting DetailsPosting Number S373Number of Vacancies 1Line # to be filled 01613Full or Part-time Full-TimeAppointment Type TermAnticipated Appointment Start DateJob Posting Date 09/03/2024Apply By 09/22/2024Job Posting Closed DateOpen Until Filled YesSalary minimum of $55,151Special Instructions to ApplicantApplicants are required to submit a cover letter, resume, and contact information (email and phone number) for three references, one of which must be professional/supervisory.NOTE : References will be contacted at the time of campus interviews.For guaranteed consideration, please submit all documents by Sept. 22, 2024.About SUNY GeneseoMission StatementWe are a distinctive public liberal arts college that welcomes and inspires students to develop their knowledge and skills to build a better world. Our supportive, inclusive community is exceptional in cultivating creativity, engagement, and discovery. We find strength in diversity, joy in growth, and fulfillment in lifelong learning.VisionWe will cultivate a distinctive, equity-centered, public honors college experience that propels learners to positively impact society.ValuesThe Geneseo campus community is guided by our beliefs in and commitments to the following values:Learning: Embracing high expectations for intellectual inquiry, critical thinking, scholarly exploration, and personal growth.Creativity: Empowering a spirit of innovation that inspires intellectual curiosity, self-expression, and problem-solving.Belonging: Welcoming a diverse campus community that supports and celebratesdifferent identities, promotes equity and inclusion, and respects the ideas andcontributions of each individual.Civic Engagement: Encouraging active participation grounded in self-reflection,empathy, and an ethical commitment to the common good of our local and globalcommunities.Sustainability: Building a culture of well-being that integrates and applies principles ofenvironmental, social, and economic stewardship informed by an understanding of thepast and our obligations to the future.Equal Employment Opportunity/Affirmative Action EmployerSUNY Geneseo is committed to fostering a diverse community of outstanding students, faculty, staff, and administration. We recruit, hire, train, and promote persons in all positions and ensure that all other personnel actions are conducted without regard to race, religion, color, national origin, citizenship, sex, sexual orientation, gender identity and/or expression, age, veteran status, disability, genetic information, or any other protected characteristic.Applicants, students, employees, and other members of the College community (including vendors, visitors, and guests) are protected from illegal forms of harassment or retaliation based upon a protected characteristic.To request accommodation or assistance for job-related duties or the employment application process, please contact the Office of Diversity and Equity at (585) ###-#### or email ...@geneseo.edu (...@geneseo.edu%...@geneseo.edu%3E) . Find out more about our Community Commitment to Diversity, Equity, and Inclusion! ( Investigation StatementAll applicants are subject to drug and criminal background checks. See our full Background Investigation Statement at StatementApplicants interested in positions may access the Annual Security Report( ASR ) for the College at www.geneseo.edu/police. The ASR contains information on campus security policies and certain campus crime statistics. Crime statistics are reported in accordance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act. Applicants may request a hard copy of the ASR by contacting the SUNY Geneseo University Police Department at 585-###-####.NY State Executive Order 161Pursuant to Executive Order 161, no State entity, as defined by the Executive Order, is permitted to ask, or mandate, in any form, that an applicant for employment provide his or her current compensation, or any prior compensation history, until such time as the applicant is extended a conditional offer of employment with compensation. If such information has been requested from you before such time, please contact the Governor's Office of Employee Relations at (518) ###-#### or via email at ...@goer.ny.gov.Quick Link for Postings Duties/ResponsibilitiesJob Duties/ResponsibilitiesPercentage Of Time 40%Job Duty/ ResponsibilityFunction 1: Procurement/ContractsProvide timely review of commodity, service, and revenue contracts to ensure that agreements meet institutional needs while ensuring compliance with New York State Finance Laws, Office of State Comptroller Guidelines, and SUNY policies and procedures.Communicate with campus officials and vendors about the status of contracts, draft contracts and agreements as necessary to support campus initiatives, prepare documentation necessary for contracts requiring the prior approval of the Attorney General and Office of State Comptroller and work with the Director on the preparation of RFPs and IFBs.Draft and negotiate amendments & addenda to contracts. Evaluate and negotiate terms and conditions in conjunction with university counsel prior to executing contracts on behalf of the university.Percentage Of Time 30%Job Duty/ ResponsibilityFunction 2: Procurement Card Program AdministratorProvide daily oversight & internal control reviews of the procurement card program.Provide troubleshooting assistance to cardholders.Oversee the monthly reconciliation of all charges. Implement procurement card policies and procedures; independently communicate policies and procedures to the campus community, as needed.Issue new cards, train cardholders, run reports, and monitor compliance.Percentage Of Time 10%Job Duty/ ResponsibilityFunction 3: Contract Records ManagementProvide management throughout the contract lifecycle and ensure the procurement record complies with campus, SUNY , and New York State requirements.Monitor and track vendor contracts for compliance.Implement and maintain a system to file contracts and track when contracts are set to expire.Percentage Of Time 10%Job Duty/ ResponsibilityFunction 4: Contract Encumbrances and AmendmentsEstablish contracts on the SUNY Finance Management System ( FMS ) for the Purchasing department and as requested/needed by the Director of Facilities Planning & Construction or Sr. Director of Accounting & Budgeting Services.Process all changes and amendments to contracts as needed (e.g., increases, decreases, funding changes, end date modifications, etc).Percentage Of Time 10%Job Duty/ ResponsibilityFunction 5: Contracts Software AdministratorLead and implement the contract management module (and potentially sourcing module) of the current procurement software (Jaggaer) on behalf of the department and across the university community, once it's ready to be implemented.Participate in Jaggaer/ SUNY meeting calls for the contracts and sourcing modules.Supplemental QuestionsRequired fields are indicated with an asterisk (*).Do you have strong interpersonal skills and a positive, customer service oriented attitude?YesNoDo you have fluency in Microsoft Word and Microsoft Excel?YesNoWill you have a Bachelor's degree completed by the time of appointment?YesNoApplicant DocumentsRequired DocumentsResumeCover Letter/Letter of ApplicationOptional DocumentsUnofficial Transcripts