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Procurement Liaison

Houston Community College

Job Description

We are currently seeking a Procurement Liaison who will advance the institution’s proud tradition of excellence in academics, student life and community service.

 

The Opportunity

 

You:  You understand the importance of developing good working relationships with suppliers as well as staff across the organization.

Your mission:  We’ll count on you to prepare and manage requests for the purchase of supplies, equipment and services required by the College in compliance with applicable laws, rules, regulations, policies and procedures.

A typical day:  Your days will comprise a nice balance between in-office activities and interacting with others (e.g., suppliers, vendors, A/P staff and especially with end users in HCC departments). You may spend the morning researching and identifying qualified suppliers; obtaining quotes; preparing reports that will be used in budget planning; and/or assisting Accounts Payable with resolving issues of incorrect billing. In the afternoon, you may be meeting with customers in departments and providing them with training on various procurement policies and procedures or on PeopleSoft procurement.

 

SUMMARY To provide basic advisory, technical and administrative skills necessary to plan for, prepare, and manage requests for the acquisition of supplies, equipment and services required by the College in compliance with applicable laws, rules, regulations, policies and procedures

 
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following.  Other duties may be assigned.
 
Prepare and review for accuracy and compliance Purchase Requisitions and Direct Pay Requests as required.
 
Researches and identifies qualified suppliers; plans and organizes requirements, specifications, and appropriate supporting documentation for requested procurements.
 
Obtains budgetary quotes from suppliers and prepares appropriate budget planning information for management.
 
Maintains appropriate documentation of purchase transaction file and records for auditing purposes.
 
Prepares reports on a routine and ad-hoc basis to provide information on purchase requisition/purchase order activities.
 
Interacts regularly to assist College personnel in the processing of requisitions, making recommendations to personnel regarding suppliers and sources of specific materials and advising the personnel of the proper procedures to follow in making the purchases.
 
Promote small business utilization through participation in vendor outreach programs.
 
Assist Accounts Payable to resolve problems regarding incorrect billing or problems with deliveries and payments of materials in accordance with HCC procedures.
 
Provide training to assigned Customers regarding various procurement policies procedures, methodologies and PeopleSoft procurement training.
 
Participate in management meetings, advising management of: market conditions; work conditions and activities; materials, equipment and services price trends; and vendor activity that could affect budget or college operations.
 
Utilize knowledge of College specific requirements for good and services, to formulate short-term and long-term strategies in conjunction with Procurement Operations to ensure quality and continuity of supply and minimizing total cost.
 
Familiarity with College Budgets; should possess a general knowledge of the General Expenditures Subaccount Listing to verify the correct expense account is used relative to the transaction for all procurement, Accounts Payable, and other related requests.
 
Makes purchases for routine good and services as permitted under HCC’s Procurement Card Program.
 
Performs receiving function within PeopleSoft.
 
Generate effective communications, good relationships and a positive image with suppliers, promoting courtesy, objectively, honestly, and fairness.  Develop an effective open working relationship within all of HCC in resolving day-to-day procurement related issues (e.g., purchase requisition tracking and expediting; expediting product delivery with suppliers; Receiving Reports discrepancies; and supplier non-performance issues.
  
QUALIFICATIONS  
To perform this job successfully, an individual must be able to perform the essential duties and responsibilities listed above.  The qualifications listed below are representative of the education, experience, knowledge, skills, and/or abilities required. 
 
EDUCATION
High school diploma or GED equivalent required.
 
Bachelor’s degree in Business Administration or related field preferred. Eight (8) years directly related work experience may be substituted in lieu of degree. 
 
EXPERIENCE
Minimum of three (3) years purchasing experience that displays hands-on experience in purchasing a broad range of materials, equipment and services. 
 
Prefer consistent employment in an educational environment.
 
KNOWLEDGE, SKILLS, AND ABILITIES
Good understanding of the importance of vendor relationships, vendor goodwill and interdepartmental goodwill.
 
Proven and displayed abilities to effectively coordinate multiple, concurrent work activities.                      
 
Working knowledge of State of Texas’ applicable procurement laws and regulations; and HCC Procurement Procedures.
 
Ability to represent HCC effectively and professionally is essential.
 
Proficiency in computer word processing and spreadsheet applications, including Windows, Microsoft Word, Excel, etc. 
 
This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by their supervisor.
 
This job description may be revised upon development of other duties and changes in responsibilities.
The Organization
 
Houston Community College (HCC) is an open-admission, public institution of higher education offering a high-quality, affordable education for academic advancement, workforce training, career development and lifelong learning to prepare individuals in our diverse communities for life and work in a global and technological society. We’re proud to say that 98 percent of our graduates step into a job in their field of study immediately upon graduation. One of the largest community colleges in the nation, HCC has served the Greater Houston area for over four decades. Accredited by the Southern Association of Colleges and Schools, and the Schools Commission on Colleges, we offer 300+ associate degree and certificate programs to 75,000+ students across 13 Centers of Excellence and online each semester. We are proud to be No.1 among all community colleges in the nation in providing associate degrees to minorities and No.1 in educating international students, with 10.4 percent of our student population from outside the USA. Our vision is to become the Employer of Choice in support of our mission for Student Success by attracting, retaining and motivating the best employees.
 
The Team
 
Play a central role at HCC as you keep our everyday operations running like clockwork. You’ll get the chance to make things happen and work closely with inspiring leaders across different parts of the institution. Whether your role is supportive, administrative, financial or something else, you’ll be part of a dynamic team that not only provides HCC students with cutting-edge academic and career tools, it also takes care of its people.
 

Location

 

Houston is a city with limitless possibilities:

 

• Fourth-largest city in the U.S. and home to 54 Fortune 500 companies, second only to New York City’s 55.

• 145 languages are spoken here.

• Overall after-taxes living costs are 5.6 percent below the average for all 308 urban areas recently surveyed.

• Houston is a major-league sports town, and don’t forget the annual Houston Livestock Show & Rodeo.

• The weather is great! Mild winters ensure that outdoor activities can be enjoyed year-round.

• World-renowned medical care. The Houston metro area has long been known for its first-rate health care system, with many Houston area hospitals consistently ranking among the nation’s top institutions.

• With over 150 museums and cultural institutions in the Greater Houston area, museums are a large part of Houston’s cultural scene.

• Houston is the Culture & Culinary Capital of Texas with more than 7,500 restaurants and eating establishments covering 60+ cuisines.

 

If this sounds like the role for you and you’re ready to join an amazing team, please apply right away.

 

EEO Statement

Houston Community College does not discriminate on the bases of race, color, religion, sex, gender identity and  gender expression, national origin, age, disability, sexual orientation or veteran’s status.  The following person has been designated to handle inquiries regarding the non-discrimination policies: 

David Cross, Director EEO/Compliance, Title IX Coordinator
Office of Institutional Equity

PO Box 667517                                   

Houston TX, 77266

713 718.8271 or Institutional.Equity@hccs.edu 

HCC values its employees and their contributions, promotes opportunities for their professional growth and development, and provides a positive working and learning environment that encourages diversity, innovation and creativity, and inclusion.

Individuals with disabilities, who require special accommodations to interview, should contact  (713) 718-8565.

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