Specialist - Purchasing

Overview

Characteristic Duties:

Coordinates the College's procurement activities by assisting with solicitation development, bid and proposal administration, and contract support. Works with departments, vendors, and consultants to develop specifications and prepare Requests for Proposals (RFPs), Invitations to Bid (ITBs), Requests for Quotations (RFQs), and other procurement documents. Reviews bids and proposals for compliance, supports contract negotiations, and recommends award decisions while ensuring adherence to State of Illinois statutes, Board of Trustees policies, and College procedures.

Leads sourcing initiatives by identifying opportunities for competitive purchasing, contract optimization, cost savings, quality improvements, and supplier diversification. Researches market conditions, evaluates supplier performance, monitors pricing trends, and develops sourcing strategies that support organizational objectives and maximize value.

Establishes, leads, and maintains business-to-business (B2B) supplier relationships, including vendor agreements, supplier punchout catalogs, hosted catalogs, electronic ordering solutions, and other Oracle Procurement integrations. Collaborates with suppliers and internal stakeholders to implement and maintain efficient purchasing processes, optimize supplier connectivity, ensure contract compliance, and enhance the end-user purchasing experience within the Oracle system.

Coordinates testing, provides training, troubleshooting, and enhancement activities related to the Oracle Purchasing Module. Supports and leads Department initiatives. Identifies opportunities to improve procurement workflows, system functionality, reporting capabilities, and operational efficiencies, while serving as a resource for end users Collegewide.

Ensures procurement activities are conducted in accordance with applicable laws, regulations, policies, and procedures. Maintains complete procurement records and documentation, prepares purchasing reports, analyses and develops procurement-related correspondence, and assists with board exhibits.

Serves as a liaison between the Purchasing Department and internal departments to provide guidance on procurement policies, procedures, and best practices. Communicates effectively with vendors, and internal and external partners to resolve purchasing issues, facilitate purchasing decisions, and ensure successful procurement outcomes.

Assists with resolving invoices, shipment, supplier, and contract issues; coordinates the disposal of surplus equipment and assets in accordance with statutory and Board requirements; oversees the work of temporary employees and student assistants.

Provides backup support for purchasing staff as needed while maintaining high standards of professionalism, ethics, and confidentiality.

Processes requisitions and approves purchase orders.

Performs other duties as assigned;

Working Conditions/Physical Requirements:

Work is primarily indoors and sedentary in nature.

Equipment/Tools Used

Utilize standard office equipment, including computers, to perform the duties of the job.

Supervision:

Under the general supervision of the Purchasing Manager, receives oral and written instructions as needed. Provides directions for temporary staff and student assistants.