MCCB POLICIES

Section 5: Staff Positions

MISSISSIPPI COMMUNITY COLLEGE BOARD POLICIES AND PROCEDURES MANUAL

Title: Technical Specialist- Purchasing and Records

Initial Date of Adoption: June 18, 1992

Reference:

Revision Date: July 1, 1999; January 1, 2007; September 17, 2010; April 19, 2013; May 18, 2018

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TECHNICAL SPECIALIST- PURCHASING AND RECORDS

Characteristics of Work:

The Technical Specialist - Purchasing and Records functions as the purchasing technician within the organization. This work involves purchasing of supplies, services and equipment and is generally routine and standardized, but involves a choice of action within limits defined by purchasing policies and state laws. Information from customer departments must be processed using independent judgment to obtain cost for commodities and contract services. Contacts within and outside the organization are necessary for the purpose of information exchange.

Examples of Work:

The following examples are intended only as illustrations of the various tasks performed by the incumbent in this position. These examples are not meant to be exhaustive; they are representative of the general functions of this position.

1. Processes purchase requisitions by obtaining quotes or identifying state contract items for approval by the finance office and Executive Director; 2. Prepares bid packets for advertisement of solicitation of bids when required by law; 3. Processes purchase orders for distribution to vendors; 4. Matches receiving reports and invoices with purchase orders and forwards them to the Technical Specialist - Finance for processing; 5. Maintains stock supply of commonly used office supplies and transfers cost to appropriate cost centers; 6. Purchases and sets up food for agency’s business meetings; 7. Prepares and maintains agency property records submitted to the State Department of Audit Property Office; 8. Prepares vendor maintenance forms for new vendors and makes updates for current vendors whose information changes; 9. Arranges for the disposal of surplus and obsolete inventory items through transfer or destruction; 10. Serves as the Agency’s procurement card purchaser and reconciles procurement card payments on at least a monthly basis; 11. Other duties as assigned.

Minimum Requirements:

High school diploma or GED and three years of related purchasing experience. Two years of higher education in a related field may be substituted for one year of purchasing experience.

Special Experience Preferred:

Certification from the Universal Public Purchasing Certification Council or other nationally recognized purchasing certification and certification from the State of Mississippi’s Basic or Advanced Purchasing Certification Program, strong computer skills with proficiency in SAAS, Protégé, and Microsoft Office Suite, experience maintaining property records and purchasing experience in Mississippi state government, membership in professional organizations – preferably MAGPPA, and good communication skills.