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Purchasing Agent

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Position Details

Position Information

Position Title Purchasing Agent
Position Summary

Insures that purchasing activities of the College comply with New Jersey County College Contracts Law, promotes the efficient and effective use of College fiscal resources through best purchasing practices and provides technical assistance to all College Community users of the Ellucian/Colleague purchasing system.

Essential Duties and responsibilities include the following:

• Identifies potential vendors for needed purchases;
• Assists departments with identifying State, County and Consortium Co-operative purchasing contracts;
• Assists departments with identifying vendors for purchases;
• Prepares detailed purchasing requisitions for as needed; and
• Reviews/monitors all multiple year purchases for accuracy.
• Administers or assists in the Quotation, Bid and Request for Proposal (RFP) processes and development of documents for the procurement of College goods and services;
• Prepares quotation, bid and RFP timelines;
• Prepares and processes Bid and RFP legal advertisements;
• Assists and reviews the development of College vendor procurement specifications;
• Administers or assists with bid related inquiries, pre-bid conferences and bid openings;
• Administers or assists in the issuance of addendum(s) to prospective bidders and maintains vendor receipts;
• Validates mandatory forms for bid and RFP completion;
• Maintains all quotation, bid and contract files;
• Prepares Board of Trustee bid resolutions and tabulation sheets;

• Oversees and monitors assigned contracts and processes related invoices;
• Processes related Requisitions, Purchase Orders and invoices; and
• Assist departments in troubleshooting and resolving performance issues with vendor contracts.
• Assists with changes/updates as needed to Ellucian/Colleague vendor files, requisitions and purchase orders;
• Assists with system testing and updates to the Ellucian/Colleague purchasing system;
• Uses all relevant lookup files for payment information and problem-solving;
• Assists with annual training of the Finance System to the college community; and
• Assists with the Fiscal Year closeout process.
• Assists with acquiring vendor W-9 documents, New Jersey Business Registration Certificates, Pay-to-Play documents and insurance certificates; and
• Assists in assembly of documents and records required by audit firms.
• Assists with the development of special reports on Business Objects as needed.
• Prepares and submits monthly Board of Trustees quote reports and other documents as needed;
• Prepares annual statistical report for purchase orders and college payments; and
• Prepares reports using Business Objects on a weekly, monthly, quarterly and annually basis.
• Monitors department Helpdesk, assigns incoming requests and assists with requests as needed;
• Handles phone inquiries and in-person visits from salespersons;
• Administers or assists with the College’s liability insurance renewal and automotive insurance update processes;
• Administers or assists in coordinating college furniture purchases;
• Performs assigned annual assessments required for institutional effectiveness;
• Administers or assists with current vendor-specific authorized user card programs;
• Performs purchasing card program updates and inquiries;
• Carries out special projects and research as assigned;
• Participates in College committees as needed;
• Participates in the New Jersey Community College Joint Purchasing Association as needed;
• Assists in updating the College’s Purchasing Manual, Policies and Procedures; and
• Performs other needed Purchasing Office tasks as required.

• Bachelor’s degree (B.A.) from an accredited college and a minimum of one (1) year of purchasing experience in the private or public sector; or a combination of education and experience.
This position has no supervisory responsibilities.

To perform this job successfully, an individual should demonstrate the following competencies:

Customer Service
Manages all customer situations. Responds promptly to customer needs. Solicits customer feedback to improve service performance and responds to requests for assistance.

Oral Communication
Speaks clearly and persuasively in all situations. Listens and gets clarification; responds well to questions; participates in meetings.

Written Communication
Writes clearly and informatively; edits work for spelling and grammar; varies writing style to meet needs; presents numerical data effectively, and able to interpret written information.
Teamwork – balances team and individual responsibilities; exhibits objectivity and openness to others’ views; gives and welcomes feedback; contributes to building a positive team spirit; puts success of team above own interests; able to build morale and group commitments to goals and objectives; supports everyone’s effort to succeed.

Shows respect and sensitivity for cultural differences.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Language Skills
Ability to read, analyze, and interpret technical product specifications, government purchasing law, and college policy and procedures. Ability to write reports and business correspondence. Ability to effectively present information and respond to questions from the internal and external college community.

Mathematical Skills
Ability to add, subtract, multiply and divide all units of measure, using whole numbers, common fractions and decimals. Ability to compute rate, ratio, and percent and to create and interpret analytical spreadsheets.

Reasoning Ability
Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

Computer Skills
To perform this job successfully, an individual should have knowledge of Database software, Purchasing systems; Internet software, Spreadsheet software and Word Processing software. Direct knowledge of Integrow preferred.

Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit for long periods and talk and hear. The employee is frequently required to use hands to finger, handle or feel. The employee is occasionally required to stand, walk and reach with hands and arms. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

Work Environment
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level is usually moderate; periodically can become noisy.

Other Qualifications
Must be able to attend purchasing meetings at either WWC and/or JKC and off-campus sites; at times may need to meet with vendor on-site.

Required Qualifications

Work Environment The work environment characteristics described here are representative of
those an employee encounters while performing the essential functions of this job. Reasonable
accommodations may be made to enable individuals with disabilities to perform the essential
While performing the duties of this job, the employee is regularly exposed to high, precarious
places; outside weather conditions; extreme cold; extreme heat and risk of electrical shock. The
employee is frequently exposed to wet and/or humid conditions; moving mechanical parts and
vibration. The employee is occasionally exposed to fumes or airborne particles. The noise level
in the work environment is usually moderate.

Preferred Qualifications

Knowledge of New Jersey County College Contracts Law;
Knowledge of Ellucian/Colleague Financial Information System;
Knowledge of Microsoft Excel, PowerPoint and Word;

Physical Demands

Employee is routinely required to sit for periods of time in meetings with faculty and administrative staff to gain an thorough understanding of items and services to be acquired.

Salary $37,695

Posting Details

Posting Details

Posting Number S-0279-2017
Status Full Time
Date Posted
Position End Date (if temporary)
Posting Closing Date 05/05/2017
Open Until Filled Yes
Special Instructions to Applicants
Campus/Location West Windsor Campus

Supplemental Questions

Required fields are indicated with an asterisk (*).

Applicant Documents

Required Documents
  1. Resume
  2. Cover Letter
Optional Documents
  1. Transcript