40 Hours | Flexible schedule to meet department needs to include evenings and weekends.
Position Summary
Insurance Program(s)
Review insurance coverage (liability, casualty, worker's compensation, etc.) in consultation with the Illinois Community College Risk Management (ICCRMC) consultant to ensure that appropriate coverage levels are in place to protect the College from loss at a reasonable cost
Work with the CFO to coordinate the renewal of all property, casualty, and liability insurances (liability, casualty, worker's compensation, etc.)
Work with the CFO on developing and implementing risk management activities to reduce exposure to loss and in conjunction with Human Resources, Facilities, IT, Safety Committee, and ICCRMC, and others as necessary
Timely processing of claims in collaboration with the College attorney, Human Resources, Facilities, CFO, and insurance consultant as necessary
Monitor and maintain a vehicle insurance compliance program
Coordinate and evaluate the usage of College-owned and rented vehicles.
Purchasing
Develop and maintain College purchasing procedures to ensure efficient operations and compliance with applicable Board Policy and State of Illinois Statutes
Develop and update the College's purchasing strategy and implement purchasing processes. Train personnel on purchasing processes and procedures
Implement and maintain technology, including the College's ERP, to maximize system usage and provide a process that streamlines the purchasing process
Review and approve purchase orders
Schedule deliveries and ensure timely fulfilment of orders
Maintain record of goods ordered and received
Evaluates prospective vendors based on quality, timeliness, and price
Monitor College purchasing activity to ensure compliance with College procedures, Board Policy, and State of Illinois Statutes
Coordinate the submission of Board Reports for purchase approvals with the requesting department
Review and maintain the College's memberships and participation in purchasing groups and consortia to ensure efficient procurement of goods and services
Evaluates opportunities to improve inventory and supply needs across the campus
Bids/Contracts
Develop formal bid and Request for Proposal/Qualifications (RFP and RFQ) documents, when required, for College purchases
Prepare and update the College website regarding anticipated bids, proposals, and approvals
Review all College contracts (for renewal terms, payment terms, insurance clauses, etc.) before submission to Chief Financial Officer/Treasurer for final approval
Negotiate prices and contracts with College vendors
Other
State reporting for Business Enterprise Program and other agency compliance as required
Payment for postal usage and mail related equipment leases
Coordinate, in conjunction with appropriate departments, the College's capital asset procedures, disposal of assets, surplus goods, reporting, and valuation of fixed assets
Provide backup coverage and support for payroll, grants, and fixed asset
Assist the Business Affairs area with the annual audit and year end processing
Maintain currency in trends in procurement and purchasing processes, procedures, technology, and accounting trends
Work collaboratively with others (e.g. colleagues, stakeholders, vendors) to accomplish functions and responsibilities in carrying out the mission of the college
Assembles departmental budget
Coordinates the daily activity of the Business Services Specialist
Assume additional duties as assigned by immediate supervisor
Essential Job Functions and Responsibilities
Insurance Program(s)
Review insurance coverage (liability, casualty, worker's compensation, etc.) in consultation with the Illinois Community College Risk Management (ICCRMC) consultant to ensure that appropriate coverage levels are in place to protect the College from loss at a reasonable cost
Work with the CFO to coordinate the renewal of all property, casualty, and liability insurances (liability, casualty, worker's compensation, etc.)
Work with the CFO on developing and implementing risk management activities to reduce exposure to loss and in conjunction with Human Resources, Facilities, IT, Safety Committee, and ICCRMC, and others as necessary
Timely processing of claims in collaboration with the College attorney, Human Resources, Facilities, CFO, and insurance consultant as necessary
Monitor and maintain a vehicle insurance compliance program
Coordinate and evaluate the usage of College-owned and rented vehicles.
Purchasing
Develop and maintain College purchasing procedures to ensure efficient operations and compliance with applicable Board Policy and State of Illinois Statutes
Develop and update the College's purchasing strategy and implement purchasing processes. Train personnel on purchasing processes and procedures
Implement and maintain technology, including the College's ERP, to maximize system usage and provide a process that streamlines the purchasing process
Review and approve purchase orders
Schedule deliveries and ensure timely fulfilment of orders
Maintain record of goods ordered and received
Evaluates prospective vendors based on quality, timeliness, and price
Monitor College purchasing activity to ensure compliance with College procedures, Board Policy, and State of Illinois Statutes
Coordinate the submission of Board Reports for purchase approvals with the requesting department
Review and maintain the College's memberships and participation in purchasing groups and consortia to ensure efficient procurement of goods and services
Evaluates opportunities to improve inventory and supply needs across the campus
Bids/Contracts
Develop formal bid and Request for Proposal/Qualifications (RFP and RFQ) documents, when required, for College purchases
Prepare and update the College website regarding anticipated bids, proposals, and approvals
Review all College contracts (for renewal terms, payment terms, insurance clauses, etc.) before submission to Chief Financial Officer/Treasurer for final approval
Negotiate prices and contracts with College vendors
Other
State reporting for Business Enterprise Program and other agency compliance as required
Payment for postal usage and mail related equipment leases
Coordinate, in conjunction with appropriate departments, the College's capital asset procedures, disposal of assets, surplus goods, reporting, and valuation of fixed assets
Provide backup coverage and support for payroll, grants, and fixed asset
Assist the Business Affairs area with the annual audit and year end processing
Maintain currency in trends in procurement and purchasing processes, procedures, technology, and accounting trends
Work collaboratively with others (e.g. colleagues, stakeholders, vendors) to accomplish functions and responsibilities in carrying out the mission of the college
Assembles departmental budget
Coordinates the daily activity of the Business Services Specialist
Assume additional duties as assigned by immediate supervisor
Required Qualifications
Bachelor's Degree from a regionally accredited institution and/or three (3) years' experience in purchasing and/or a related accounting/business field
"MCC IS AN EQUAL OPPORTUNITY EMPLOYER COMMITTED TO DIVERSITY AND INCLUSION IN ITS COLLEGE COMMUNITY" McHenry County College does not discriminate on the basis of race, color sex, national origin, or disability. See Nondiscrimination Statement for details. http://www.mchenry.edu/nondiscrimination