Purchasing Assistant - Courtenay, Canada - North Island College

Description

Position Summary

Reporting directly to the Procurement Manager, Financial Services and as directed by the Purchasing Agent, the Purchasing Assistant – Retail is responsible for the support of procurement of materials, supplies, services and merchandise for the campus stores at the College, including complex tenders' that achieve the best value for money; contract management for services and supplies procured; liaison with project leaders and managers with respect to procurement requirements and processes.

Duties include deciding on the best available sources of supply, negotiating the terms of purchases, administering the vehicle fleet, and interpreting external legal requirements pertaining to procurement.

The Purchasing Assistant – Retail ensures that College purchasing is executed ethically by assisting in the development of college purchasing policies, developing and implementing purchasing procedures and standards that align with College policies and meet all legal requirements.

Position Competencies - Job Knowledge

• Judgment
• Teamwork
• Planning & Organization
• Customer Service Excellence
• Communication & Interpersonal Skills Duties & Responsibilities Working as part of the Purchasing, Print and Retail Services Department, the Purchasing Assistant will:1. The Purchasing Assistant Retail (PAR) supports with the acquisition of supplies, equipment, and services. The PAR supports development and establishment of continuous sources of supply, negotiate prices and terms, negotiate contracts of a complex technical nature and ensure vendors comply with all terms, conditions, and delivery.2. Assists with and provides recommendations into the development of a strong policy framework for college purchasing within the provincial framework, and where applicable, federal purchasing legislation and regulation.3.

Maintains an awareness of external legal requirements regarding procurement, such as new legislation, Provincial purchasing standards, Provincial Internal Trade Agreement, Freedom of Information Right to Privacy, BC Provincial tax exemptions, GST regulations, Revenue Canada Customs and Excise:
duty exemption declarations.4.

Supports the implementation of purchasing procedures, processes and best practices that align and support College policies; develops and updates purchasing forms and documents and ensures their appropriate use by college personnel;5.

Works to ensure purchasing is executed ethically and within agreed deadlines, to maximize inventory investment and minimize losses; by standardizing materials, where appropriate, and negotiating all terms, including delivery and performance.6.

Maintain the approved vendor list, communicate the College's expectations to vendors, analyze performance of vendors and notify vendors of non-performance.

Assist in resolving conflicts with suppliers, maintain, update and test related functions on the Colleague, Finance Purchasing module, as required.7.

Supports effective and professional communications with College management and staff to develop collaborative relations with College staff, suppliers and other relevant groups.8.

Provide guidance to college faculty, departments and staff in the procurement of goods and services.9. Conduct regular audits of invoices, credits and statements to ensure appropriate authorization, coding and vendor information. Authorize all purchase orders and other contractual agreements related to retail purchasing.10. Develop and maintain an effective system for procurement contract files to ensure audit accountability.11. Supports maintaining effective and professional relationships with suppliers, business representatives, salesmen, contractors and other Educational Institutions.12.

Works closely with and at times supports accounts payable ensuring timely payment to vendors and provides support during peak periods.13.

Supports Central Purchasing as well as shipping receiving when required and as directed by Manager Purchasing, Print and Retail Services14.

Other related duties as assigned by the Manager. Required Education & Experience 1. Business Administration Certificate, and specialized purchasing courses required; or equivalent post-secondary education2. One to two years purchasing experience in an organization of substantial size. Required Knowledge Skills & Abilities 1.

Intermediate knowledge of MS Office suite, including Word and Excel, as well as experience with internet search techniques and web-based ordering.2.

Experience working with an inventory management database; WinPRISM experience considered an asset.3. Comprehensive knowledge of procurement principles, methods, procedures, and practices, preferably in a public sector environment.4. Excellent oral and written communication skills.5. Proven customer service skills and the ability to deal with a wide range of people with tact and diplomacy.6. Ability to positively contribute in a team environment, as well as use initiative and work independently with minimal supervision.7. Strong attention to detail and accurate data entry skills.8. Excellent analytical and creative problem solving skills.9. Strong organizational and time management skills.10. Capacity to locate, gather and organize information using appropriate technology and information systems.