• Procurement and Contract Coordinator

    Posting Date: 2 weeks ago(5/8/2018 4:17 PM)
    Job ID:
    # of Openings:
    Appleton Main Campus
    Hours Per Week:
    Weeks Per Year:
    Work Schedule:
    Flexibility in schedule is required.
    Anticipated Start Date:
    June 2018
    Internal Applicant Salary/Rate:
    Based upon the applicable compensation structure
    Posting Duration:
    Position will be posted for a minimum of five days and will remain open until the needs of the position are met
    Shift Differential:
  • Basic Functions & Responsibilities

    This position proactively handles all aspects of vendor contracts, including: preparation of bids, negotiation of contracts, procurement of goods and services, and development of strong business relationships with internal staff, outside vendors, and other public procurement professionals.

    Essential Job Functions/Secondary Job Functions

    Essential Job Functions


    1. Solicit, analyze and negotiate orders for purchase in partnership with respective internal customers in order to select suppliers. Assist departments in defining and communicating specifications for bids to ensure that standards are met. Contact vendor representatives to obtain pertinent information as needed.
    2. Develop invitations for bid (IFB's), requests for information (RFI's), and requests for proposal (RFP's) including, but not limited to: preparing bid documents and timelines; holding public openings and recording results; documenting bid verification and purchase recommendations; verifying compliance with policy; evaluating bids, preparing bid summaries and board recommendations; and negotiating orders for purchase.
    3. Evaluate supplier performance, provide feedback, and develop continuous improvement plans.
    4. Communicate with outside vendors regarding bids and awards, contract terms and conditions, supplier performance, and miscellaneous requests for information.
    5. Conduct vendor spend analysis, ensuring full compliance with regulations and District policies and finding opportunities to drive down procurement related costs. Analyze spend by commodity and vendor to determine where cost savings can be generated. Research and take advantage of cooperative purchasing opportunities.
    6. Maintain a master file of all active procurement contracts and administer renewals, terminations, or close-outs as appropriate. Review and monitor purchase requisitions submitted by staff, which includes verification that: internal procurement procedures are being adhered to, appropriate chart field strings are being used, approval requirements are met, and additional documentation is provided where required.
    7. Prepare purchasing reports (internal/external) in compliance with state and federal regulations and other authoritative guidelines.
    8. Assist with administrating the College’s purchasing card program.
    9. Assist in the training of staff on FVTC Procurement Policy.
    10. Analyze and test PeopleSoft upgrades and patches on a regular basis. Provide and implement recommendations for improvemen

    Secondary Job Functions

    1. Provide technical support for PeopleSoft users related to requisitions and purchase orders.
    2. Provide assistance to auditors in annual review of purchases.
    3. Provide back-up to Purchasing.

    Qualifications, Training and Experience

    1. Bachelor's Degree preferably in a business or legal related program, AND,
    2. Three years of procurement or project management related work experience AND,
    3. Demonstrated ability to interpret contract language, AND,
    4. Experience working with ERP Supply Chain software packages (preferably PeopleSoft), AND,
    5. Involvement with industry education including APP, CPM, CPPB, CPPO certification or willingness to obtain, AND
    6. Advanced skills in Microsoft Word and Excel, OR
    7. An equivalent combination of related education, training and experience.

    Essential Aptitudes, Skills, Knowledge and Personal Characteristics

    1. Demonstrate ethical conduct in all aspects of the work environment.
    2. Exceptional customer service skills and the ability to maintain an excellent working relationship with internal and external customers.
    3. Excellent oral and written communications skills, as well as good listening skills.
    4. Ability to identify needed action and meet detail-oriented deadlines without continual direction.
    5. Excellent organizational skills and ability to work under pressure.
    6. Neatness in work and appearance.
    7. Demonstrate a positive attitude, maturity, initiative and integrity with a professional image contributing to the success of the college.
    8. Work effectively in a team environment.
    9. Ability to maintain confidentiality and professionalism.
    10. Accept responsibility for professional growth.
    11. Dependable, punctual, and commitment to following through on tasks.
    12. Flexibility in work schedule is required.
    13. Proficiency in developing complex RFP's and conducting complex bid analysis required.
    14. Out-of-state travel may be required.

    Benefits (eligibility requirements may apply)

    403B and 457 Retirement Plans, Bereavement Leave, Dental Insurance, Emergency Leave, Employee Assistance Program, Fitness Center at Appleton Main Campus, Flexible Spending Account, Group Legal Benefits, Health Insurance or if applicable Cash Option Plan, Health Savings Account, Long Term Disability Insurance, On-Site Child Care Facility at Appleton Main Campus, Paid Holidays, Paid Vacation, Pet Health Insurance, Short Term Disability Insurance, Sick Leave, Spousal and Child Life Insurance, Supplemental Employee Life Insurance, Term Life & AD&D Insurance, Tuition Reimbursement, Vision Insurance, Wellness Program, Wisconsin Retirement System Pension Benefit (plan eligibility requirements apply)


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