Chief Procurement Officer

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　　Chief Procurement Officer

　　Salary

　　$45,700.00 - $73,100.00 Annually

　　Location

　　South Charleston, WV

　　Job Type

　　Non Classified Staff

　　Job Number

　　297

　　Division

　　Financial Affairs

　　Opening Date

　　01/02/2024

　　Description

　　This position will serve as the Chief Procurement Officer for the college which includes, but is not limited to, the operation of the purchasing department. Responsibilities include oversight for purchasing of goods and supplies by use of purchases orders and State of West Virginia purchasing card, receipt of incoming goods, preparing outgoing shipments, record keeping processing receiving reports, inventory control, etc. Provides a wide range of purchasing administrative support functions including bid specification development, order expediting, entry, placement and confirmation, vendor interface and accounts payable interface. This position works closely with the CFO.

　　Examples of Duties

　　Serves as the Chief Procurement Officer (CPO) for the college. Responsibilities include coordinating and overseeing all purchasing processes.

　　Direct supervision of staff personnel managing time between purchasing, accounts payable, and P-Card reconciliation.

　　As required by the rules, policies and procedures of the Council and Commission and the governing board having jurisdiction, the CPO shall have the duty and responsibility to: Ensure compliance with state law, and the rules, policies, procedures of the Council and Commission, the governing board having jurisdiction, and the institution as they apply to purchasing, leases and lease-purchases, receiving, inventory management and the disposal of surplus, obsolete and unusable materials, supplies and equipment.

　　Procure or supervise the procurement of all materials, supplies, equipment, services, printing, leases and lease purchases, repairs and alterations, and construction needed by the institution.

　　Obtain verbal or written quotes depending on threshold amounts.

　　Establish and maintain professional procurement procedures within the institution and train administrative units about those procedures.

　　Contract management of all outside contracts to insure contract compliance and to negotiate better rates on future contracts.

　　Sell, trade, or otherwise dispose of surplus, obsolete and unusable materials, supplies and equipment belonging to the institution consistent with institutional rules and state and federal laws.

　　Establish institutional guidelines and procedures for purchases not exceeding $50,000. Such guidelines and procedures shall provide for obtaining adequate and reasonable records to properly account for funds and to facilitate auditing. These guidelines, and any updates, shall be approved by the president and cabinet and then posted for 30 day institutional comment before being posted as college operational policy.

　　Establish and maintain institutional guidelines and procedures for receiving, distributing, and tracking materials, supplies, equipment, services and printing, and for inventorying the institution’s equipment that has a unit value at the time of purchase of $5,000 or more and a useful life of at least one year. The college may elect to inventory equipment and furnishings with a value of less than $5,000 per unit as recommended by this position. These guidelines and procedures shall be consistent with the administrative manuals, guidelines, procedures and forms developed by CTCS. They shall be approved by the president and filed with CTCS.

　　Review specifications and descriptions before soliciting bids or proposals to ensure the specifications and descriptions are competitive and fair and do not unfairly favor or discriminate against a particular brand or vendor.

　　Advertise all purchases for which formal competitive bids or proposals are being solicited, and post or otherwise make available notice of such purchases in the institution’s purchasing office.

　　Maintain the institution’s purchasing files.

　　Accept or reject any and all bids in whole or in part.

　　Use professional judgement to waive minor irregularities in bids, bidding documents and/or specifications.

　　Apply and enforce standard specifications related to accounting and purchasing.

　　Prescribe the amount of deposit or bond to be submitted with any bid or contract.

　　Prescribe contract provisions for liquidated damages, remedies and/or other damages provisions in the event of vendor default.

　　Hear and render opinions on vendor complaints and protests.

　　Prior to the issuance of a purchase order that exceeds $25,000, ensure that the successful vendor is properly registered with the Purchasing Division of the Department of Administration in accordance with state law before a contract or purchase order is issued to that vendor.

　　Put special emphasis on identifying in-state small businesses and provide these vendors the opportunity to participate in the institution’s purchases; and

　　Exempt from competitive bidding purchases of materials, supplies, equipment, services and printing purchased from within state government, from West Virginia sheltered workshops, and from cooperative buying groups, consortia and federal government contracts when price, availability and quality are comparable to those in the open market.

　　Serves as the P-Card coordinator for the College. Responsibilities include all coordinator requirements which are, but are not limited to: Monitoring and providing oversight of the P-Card program to ensure internal controls are in place and working to prevent misuse; ensuring proper completion and submission of cardholder applications, agreements and maintenance forms; and providing in-house P-Card training for new cardholders upon receipt of their P-Card.

　　Compile and prepares contract change order documentation as well as oversight for purchase orders. This responsibility also includes coordinating with accounts payable to ensure resolution of purchase order/receiving/invoicing discrepancies by appropriate personnel, including application for payment certification reviews.

　　Ensure proper recording of fixed assets. Maintain fixed assets information with Microsoft Teams. Calculate monthly, annual, and accumulative depreciation. Report assets that are fully depreciated. Record fixed asset location and tag assets for tracking.

　　Provide training to personnel and vendors on proper format and submission of requisitions, invoices, P-Card accounting forms, service agreements, and related documentation.

　　Other duties as assigned.

　　Qualifications

　　Education/Knowledge

　　Bachelor's degree in business or related field with three years related experience. Additional experience can be used to compensate for education requirements. It is preferable for the CPO to have at least four year’s experience in purchasing for any unit of government, business, commercial or industrial enterprise.

　　Other Skills & Abilities

　　Excellent verbal and written communication skills.

　　Strong customer service skills.

　　General knowledge of the purchasing/receiving/accounts payable process.

　　Professional, businesslike manner and appearance.

　　Confidentiality and discretion required--incumbent has access to highly confidential contract agreements.

　　High degree of ethics and honesty.

　　Ability to manage multiple projects.

　　Strong analytical, evaluative, and reasoning skills to interpret numerous rules & regulations.

　　Ability to effective plan, organize and communicate and interact with a wide variety of internal and external customers.

　　Additional Information

　　BridgeValley will not accept incomplete applications. Please fill out the application completely, even though the resume may include the same information.

　　Employment is subject to satisfactory results on background check.

　　Copies of transcripts may be sent but originals must be available prior to hire.

　　This posting does not reflect the entire job description and may be changed and/or modified, at any time, without notice.

　　We are interested in every qualified candidate who is eligible to work in the United States. However, we are not able to sponsor candidates requiring a visa.

　　BridgeValley Community and Technical College promotes student success, prepares a skilled workforce, and builds tomorrow's leaders by providing access to quality education.

　　BridgeValley is an equal employment opportunity employer and affirmative action institution that does not discriminate based on race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other legally protected status in its employment, programs, activities.

　　Please contact the Human Resources office at 304-205-6606 if you need assistance or reasonable accommodation in the hiring process.

　　Agency

　　BridgeValley CTC

　　Address

　　2001 Union Carbide Drive South Charleston, West Virginia, 25303

　　Phone

　　304-205-6606

　　Website

　　http://www.BridgeValley.edu/jobs