Procurement Agent Specialist

Job Summary

This is an exciting opportunity to join the Spelman College team as a Procurement Agent Specialist. The successful candidate will be responsible for the procurement of a wide and complex variety of commodities, requiring the ability to function without close supervision. The work may involve the procurement of highly technical and sophisticated equipment and supplies which requires complicated vendor and product research. May require interaction with STS (Spelman Technology Services) regarding product specifications for technology commodity buys.

Key Responsibilities

• Analyzes and evaluates purchase requisitions submitted by the departments for accuracy; Use of procurement methodology that apply to the Office of Administrative Services' rules and regulations; assist departments in determining specifications, quantities, product availability and sources of supply.
• Generates purchase orders with vendors using the e-Procurement platform Jaggaer/Spel Shop; maintain catalog, price lists, and the "Preferred Vendor List" as required.
• Assists departments in reviewing departmental purchase requests to determine if dollar amount of item to be purchased falls within the delegated authority.
• Obtains competitive quotes, if necessary, and evaluate responses.
• Resolves vendor disputes (i.e.; delivery/back orders) with customers and assist with making necessary account adjustments.
• Assures syncing methodology between Spel Shop to Banner.
• Facilitates Spel-Shop follow-up training.
• Maintains communications with vendors, customers, and the Manager of Procurement & Sourcing for seamless resolutions.
• Problem-Solving: Resolves shipping, receiving, and billing discrepancies with users/vendors; negotiates returns and allowances; expedites orders, reschedule deliveries, cancels and renegotiates orders; and reviews & executes change order requests for approval.
• Government contract/grant instructions or restrictions and split account codes.
• Previews requisitions for accuracy, appropriate general ledger codes, and adherence to performs other office administrative functions. Maintain control and disposal of surplus property.
• Participates in the development of internal procurement policies and procedures, and implement related guidelines.
• Procures new products by identifying new sources and negotiating new costs to assure "Best" price.
• Responsible for the department's existing and new Process Maps.
• Assists with Process Improvements as it relates to Procurement.
• Assists with providing requested data for audits led by Budgets & Contracts; researches a bi-annual open encumbrance report & takes appropriate steps to record status or close PO's; & provides Pre-Pay end-of-year reporting to the Accounting team.
• Assists with placing p-Card orders, as needed.
• Appointed lead for any technical issues pertaining to Jaggaer (Spel-Shop) & Ellucian (Banner) as delegated by the Procurement Manager.
• Assist in managing the Direct Bill Hotel process which includes reviewing/approving requests (as needed), ensuring contracts are signed & submitted when appropriate, tracking all individual & block room reservations, verifying invoices are submitted for payment timely, and confirming pricing advertised to the College community is kept up-to-date.
• Analyzes and evaluates purchase requisitions submitted by the departments for accuracy; Use of procurement methodology that apply to the Office of Administrative Services' rules and regulations; assist departments in determining specifications, quantities, product availability and sources of supply.
• Generates purchase orders with vendors using the E procurement platform Jaggaer/Spel Shop; maintain catalog and price lists as required.
• Assists departments in reviewing the departmental purchase requests to determine if dollar amount of item to be purchased falls within the delegated authority.
• Obtains competitive quotes, if necessary and evaluate responses.
• Resolves vendor disputes (i.e.; delivery/back orders) with customers and assist with making necessary account adjustments.
• Assures syncing methodology between Spel Shop to Banner.
• Assists with customer service training.
• Maintains communications with vendors, customers and the Manager of Procurement/Sourcing for seamless resolutions.
• Problem-Solving: Resolves shipping, receiving, and billing discrepancies with users/vendors; negotiates returns and allowances; expedites orders, reschedule deliveries, cancels and renegotiates orders;
• Reviews requisitions for accuracy, appropriate general ledger codes, and adherence to government contract/grant instructions or restrictions and split account codes;
• Performs other office administrative functions. Maintain control and disposal of surplus property.
• Participates in the development of internal procurement policies and procedures, and implement related guidelines;
• Procures new products by identifying new sources and negotiating new costs to assure "Best" price;
• Responsible for the department's existing and new Process Maps;
• Assists with Process Improvement as it relates to Procurement;
• Assists with providing requested data for audits led by Budgets & Contracts; researches a bi-annual open encumbrance report & takes appropriate steps to record status or close PO's; & provides Pre-Pay end-of-year reporting to the Accounting team.
• Assists with placing p-Card orders, as needed;
• Appointed lead for any technical issues pertaining to Jaggaer (Spel-Shop) & Ellucian (Banner) as delegated by the Procurement Manager;
• Assist in managing the Direct Bill Hotel process which includes reviewing/approving requests (as needed), ensuring contracts are signed & submitted when appropriate, tracking all individual & block room reservations, verifying invoices are submitted for payment timely, and confirming pricing advertised to the College community is kept up-to-date.

Requirements

• Three years of procurement experience and a bachelors' degree required or a minimum of 5 years of equivalent experience and certifications in a highly technical environment where use of procurement practices are utilized.
• Prior experience should include: Thorough knowledge of procurement principles, and operations, working knowledge of office/business practices, and knowledge of related budgeting and accounting principles.
• The duties of this position require the ability to maintain effective working relationships with faculty, staff, and management.
• This position requires strong customer service focus and time management skills.
• The responsibility of this position requires the ability to interact with various departments on campus and support the college initiatives.
• Ability to work with the Manager of Procurement/Sourcing on Title III reconciliations and audit accountabilities.
• Excellent oral and written communication skills are essential when presenting information and responding to questions from vendors, Spelman faculty and employees, and the public in one-on-one or group situations.
• Incumbent must compose memos, letters, and e-mails.
• Also, must be able to read, analyze, and interpret documents such as technical specifications, safety rules, operating and maintenance instructions.
• Good proofreading skills are essential.
• To perform this job successfully, an individual must have advanced skills using Microsoft Office Suite (Word, Excel, and PowerPoint). Also, Banner/Ellucian /Jaggaer knowledge is a plus.

Preferred Qualifications

None.

Certifications, Licenses, Restrictions

None.

Physical Demands

While performing the duties of this job, the employee is frequently required to: sit, walks, use hands to handle office supplies, operate computer and other office equipment, talk, and hear. The employee frequently is required to: reach with hands and arms. The employee is occasionally required to: stand, walk, stoop or climb or crawl and lift and/or move up to 15 pounds. Specific vision abilities required by this job include the ability to just focus.

Shift
Days

% Travel Required
1% - 25%

Full Time/Part Time
Full-time

Work Location/Schedule:
This position is eligible for a hybrid work arrangement.

FLSA
Exempt

Number of Vacancies
1

Anticipated Candidate Start Date Position End Date Posting Detail Information

Posting Number
SC0725P

Posting Open Date
10/01/2024

Posting Closing Date Open Until Filled
No

Special Instructions to Applicants EEO Statement

Spelman College is an EEO/Minority/Female/Disabled/Veteran/Title IX Employer and we participate in E-Verify. We are a smoke-free campus. COVID-19 Vaccination Protocol

Due to the heightened risk of contracting COVID-19 and the spread of variants, Spelman College requires up to date COVID-19 vaccination of all faculty, staff, and students (collectively "Campus Community") that have job duties, attend classes, or are otherwise present on campus. You will need to submit proof of up-to-date COVID-19 vaccination: full vaccination and a booster (when eligible) or a single dose of the bivalent vaccine) prior to your first day on campus or you may seek a medical or religious exemption to the vaccination requirement by providing the necessary documentation to: Yemi Brown , PharmD Manager of COVID-19 Operations, at . Upon receiving your Spelman Technology log-in credentials, please keep your vaccination or exemptions records up-to-date using Etrieve . Spelman College

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