Under limited supervision/procedural control, the Buyer position is responsible for the purchasing activities of the College in compliance with State laws and policy and procedures adopted by South Central College and Minnesota State, in a manner to maximize economical purchasing of equipment, supplies, materials and services used by departments and programs on both South Central College Campuses. This position is also responsible to assist departments and staff in defining the College's needs through specification and value analysis using gathered information to draft specification for contracts, bids and quotes.
This position is the Administrator for Marketplace purchasing and all contracts. Responsibilities include establishing contract process procedures, determining when contracts are required, gathering information and contract preparation, reviewing purchase requests, obtaining additional information, ensuring purchasing procedures are correctly followed, preparing bid specifications and letters, and making all final bid determinations.
Responsibilities also include managing fixed assets inventory process, printing local accounts payable, Financial Aid and student payroll checks, create direct deposit files, review and enter all employee expense reimbursements, review all purchasing card individual transaction logs and secure licensing for vehicles purchased.
RESPONSIBILITIES AND RESULTS
Plan, develop and implement the most effective method of procurement to ensure suitability of supplies and equipment in relation to price, quality and specification to meet the needs of all College personnel according to College, Minnesota State policies and procedures. Provide training and direction to all staff and faculty to ensure that the College’s purchasing policies, procedures and guidelines are being followed. Including ordering credit card, cell phones, car licensure and W-9’s.
2. Fixed Asset Inventory Management
Manage inventory for fixed assets and reconcile inventory to accounting. Coordinate the tagging of new fixed assets and their entry into the Minnesota State fixed asset system. Review all purchase documents for fixed asset inventory items to ensure proper coding to fixed asset related object codes in accounting system. Coordinate the disposal of any fixed assets to ensure compliance with statute and Minnesota policies regarding disposal of fixed assets. Review the fixed asset to accounting reconciliation in Minnesota State to ensure accuracy of accounting and fixed asset module data. Physical inventory rotating every three years, exception Federal fixed assets and all assets valued in excess of $10,000 is inventoried yearly.
3. Print Local Checks and Direct Deposit
Prints local account payable, financial aid and student payroll checks. Responsible for printing all local checks and associated reports. Maintain inventory of check stock. Coordinate student financial aid direct deposit procedures and process associated with ACH files, student payroll, refunds and financial aid disbursement. Oversee student’s direct deposit information.
4. Employee Expense Reimbursements
Enter and review all employee expense reimbursement claims to ensure proper documentation and compliance with Minnesota State stature and policy. Review cost coding of all reimbursements to ensure expenses are coded to correct State fund and appropriation and Minnesota State cost center even when they differ from the individual’s pay location. Ensures expense reimbursement summaries reconcile with SEMA4 pay tape.