Location: Herkimer, NY Category: Administrative Posted On: Sat Mar 1 2025 Job Description: Herkimer College is seeking qualified applicants for a full-time Purchasing Agent. The Purchasing Agent is responsible for managing the procurement process of goods and services for the college. This position ensures that purchases are made in compliance with college policies, local, state, and federal regulations, and provides support to faculty, staff, and departments in their purchasing needs. The Purchasing Agent will work to obtain the best value, quality, and cost-effectiveness for the institution while maintaining efficient and timely delivery of necessary goods and services. Major Responsibilities: 1) Procurement and Sourcing: + Researching suppliers, requesting cost proposals and issuing public bids. + Negotiate contracts and prices when appropriate. + Selecting the most suitable suppliers, based on price, quality and reliability. + Ensure timely and cost-effective procurement to support college operations. 2) Purchase Order Processing: + Create and Process Purchase Orders based on requisitions submitted by departments. + Ensure that all Purchase Orders are accurate and complete, and that they comply with budget constraints. + Track the status of orders to ensure timely delivery and receipt of goods. 3) Contract Management + Manage contracts with vendors, ensuring compliance with terms, conditions, and regulatory standards. + Maintains College's contract database. + Manages control over renewals and extensions of contracts. 4) Building and maintaining positive, long-term supplier relations. + Resolve issues related to product quality, delivery schedules, and vendor performance. 5) Ensure compliance with all applicable federal, state, and local laws, including New York State General Municipal Law (GML) and educational procurement regulations. + Stay current with changes in procurement regulations and ensure that the college's purchasing practices reflect best practices and legal requirements. 6) Maintaining meticulous purchasing records/documentation for audit purposes and compliance. 7) Inventory Management + Monitor inventory levels for commonly purchased items and coordinate reordering to prevent shortages. + Collaborate with departments to manage specialized inventory needs. 8) Supervision of the mail room/copy center 9) Budget Management + Monitor budgets for purchasing office, mailroom, copy center, general institutional departments, and telephone services ensuring that expenditures remain within approved budget limits. + Provide assistance in budget planning by forecasting procurement needs. 10) Management of fleet vehicle scheduling + Schedule and manage the college's fleet vehicle assignments, ensuring proper maintenance and usage in accordance with college policies. 11) Credit Card Management + Administer use of college credit cards in accordance with policy and ensure fraud protection Coordinates and/or Assists with: 1) Assists with annual college audit. 2) Coordinates periodic fixed asset inventory. 3) Coordinates installation of fixed assets and other equipment and non-equipment items as necessary 4) Invoicing of component units and other entities for college provided institutional services. 5) Telephone overflow operator coverage. 6) Sale or donation of obsolete equipment and supplies 7) All other work as assigned by Assistant Controller, Controller or Senior Vice President for Administration and Finance Job Requirements: Minimum Education and Experience: 1) Bachelor's Degree in Business Administration, Procurement, Accounting or related field, preferably with practical business experience 2) Minimum 3 years supervisory experience 3) Minimum 3 years experience in purchasing, procurement or related field, preferably within an educational or public sector environment. 4) Preferred working knowledge of municipal and NYS municipal and educational law as it relates to purchasing. 5) Preferred experience with Banner software program and Microsoft Office. Additional Information: Specific Skills/Abilities: 1) Ability to make sound decisions using good judgment based on knowledge of purchasing and college procedures. 2) Ability to communicate effectively, both orally and written, with various stakeholders, vendors, employees, other business units and departments, outside agencies, and the general public. 3) Able to meet deadlines. 4) Self-motivated and willingness to pursue improvement opportunities. 5) Strong organization and documentation skills 6) Strong research and analytical skills Salary Range: $57,979 - $86,969 (based on qualifications and experience)