Purchasing and Accounts Payables Manager - JOB ID# 12502

Position Type:
Professional/Manager (Supervisory)

Date Posted:
6/3/2024

Location:
147 Charter Oak Avenue

Date Available:
06/17/2024

Closing Date:
06/11/2024PURPOSE: Under the direction of the department head, the Purchasing and Accounts Payables Manager is responsible for all purchasing related functions. Knowledge of procurement with accepted purchasing standards and applicable laws and regulations is required. Performs a variety of project assignments relative to procurement.

ESSENTIAL JOB FUNCTIONS: Operates in the MUNIS financial system as related to procurement activities, which includes training user departments and responding to inquiries related to purchasing transactions.

Responsibilities/Duties:

• Oversees the purchasing and accounts payables tasks for the organization.
• Ensures the accuracy and timeliness of payments to vendors.
• Implements proper procedures for handling and coding of invoices to maintain general ledger expense account and inventory records.
• Ensures segregation of duties between accounts payables and purchasing staff.
• Analyzes expense reports and other invoices for accuracy and eligibility for payment.
• Reconciles accounts payable total and general ledger with other applicable records.
• Ensures proper recordkeeping of purchases for use in tax preparation and periodic audits.
• Ensures employer identification numbers or social security numbers have been collected from all vendors for the payables clerk to prepare and submit 1099s.
• Oversees formal and informal solicitations for programs and departments including preparing, evaluating and awarding quotes, bids and RFPs.
• Reviews large vendors bidding practices in order to adhere to purchasing policies. Suggest to programs ways to develop better procurement practices.
• Develops and maintains annual Purchasing calendar; scheduling recurring as well as new bids required by user departments.
• Handles inquiries from vendors, outside agencies, and CREC personnel on matters pertaining to purchasing.
• Maintains and develops relationships with vendors to negotiate pricing and ensure quality of goods and services.
• Maintains the procurement card program including issuance of P-Cards, handle user's requests, and maintains related banking documents.
• Reviews, researches backup, and convert requisitions to purchase orders using the MUNIS financial system. Processes purchase orders as needed for schools and departments and sends directly to vendors.
• Provides periodic training sessions on procurement initiatives and payables systems.
• Assists with maintaining various online shopping accounts and tools for purchasing.
• Maintains all department files including, bidding and contract files.
• Hires and manages the Purchasing and Accounts Payables staff as needed; oversees the daily workflow and schedules of the department.
• Conducts performance evaluations that are timely and constructive.
• Collaborates with other departments and leadership to identify and develop needs and requirements for equipment, materials, products, and acceptable substitutions.
• Assesses current material availability; reasonably predicts future availability based on the market, delivery systems, and other variables.
• Track trends and use data for continuous improvement of systems and processes.

Additional Duties

• The above description is illustrative of tasks and responsibilities. It is not meant to be all inclusive of every task or responsibility.

Knowledge, Skills and Abilities:

• Expertise in purchasing and accounts payables principles, practices.
• Ability to communicate information and ideas so others will understand.
• Ability to maintain confidentiality.
• Ability to create and maintain records of a complex nature and to organize data and prepare reports in a clear and concise manner; ability to process large amounts of paperwork; ability to multi-task.
• Ability to operate and manage within the policies and procedures including scheduling, day-to-day problem solving and report writing.
• Must be knowledgeable in computer software applications, in particular Microsoft Excel or related spreadsheet programs.
• Knowledge of e-procurement or bidding software a plus.
• Have a thorough knowledge of state contracts and cooperative procurement contracts as well as accounts payables processes.
• Requires accuracy, attention to detail and excellent interpersonal skills.
• Computer experience and proficiency using the Microsoft Office applications of Word and Excel and the Internet are required
• Report writing skills, experience with financial systems preferably MUNIS and procurement card administration are desirable.

Qualifications:

• Bachelor's degree, required. Major in business administration or related field, preferred. Equivalent education and experience, may be substituted.
• Master's degree in relevant field, preferred.
• Five+ years of progressive experience, including the management of teams.
• Two+ years in in a governmental/non-profit setting, preferred
• Experience implementing new technology and systems for process improvement, preferred.

Travel Requirements:

• Limited travel to and from meetings/events may be required.

Physical and Mental Demands, Work Hazards:

• Works in standard office environment.

FLSA Status:

• Exempt

NOTE: The above description is illustrative of tasks and responsibilities. It is not meant to be all inclusive of every task or responsibility.

To access the job description and salary range please click https://www.crec.org/careers/jobs.php.