Position Title: Inventory Coordinator
Department: Office of Business Services (BSE)
Division: Business Services (BSE)
Employee Status: Full-time (8am-5pm Monday – Friday)
Type: Support Staff Association (SSA-Union)
Grade: 11 ($23.50 - $24.20 hourly)
FLSA: Non-exempt (hourly)
______________________________________________
Reporting Relationships
Reports to: General supervision is received from the Manager of Business Services
Supervision Exercised: None
Job Summary
The Inventory Coordinator will use close attention to detail and problem solving to complete all duties and responsibilities as assigned. This position will be responsible for understanding and utilizing all procurement procedures at Rock Valley College as well as coordinating all asset and inventory management. Collaboration with fellow department team members, College departments, and vendors is required. All Business Services functions must be performed as needed.
Essential Duties and Responsibilities include the following. Related duties may be assigned.
1. Complete all stages of the purchasing process for products and services at Rock Valley College.
2. Create purchase orders from requisitions to purchase products and services for the College.
3. Assist in preparing reports for Administration and the Board of Trustees including Purchase Reports.
4. Problem solve to resolve issues at any point in the purchasing process.
5. Complete monthly follow-up of outstanding purchase orders to ensure orders and payment move to completion.
6. Review and document purchasing processes as needed.
7. Research products and acquire quotes for various College purchases.
8. Work closely with Accounts Payable and Financial Services to ensure prompt vendor payment and resolve procurement and billing issues.
9. Work with Departments in the purchasing of commodities, equipment, and services utilized at Rock Valley College.
10. Enter requisitions for Business Services and other departments as needed.
11. Assist in sourcing and evaluating potential vendors for the College.
12. Assist in interviewing vendors and analyzing new products for the College.
13. Create and maintain vendor records in Colleague, the Enterprise Resource Planning (ERP) software and the bid database.
14. Oversee various vendor accounts.
15. Assist with campus food vendors to maintain a level of service to campus locations.
16. Complete all stages of the Bid and RFP process with oversight from the Director of Business Services, including preparing bid specifications and running the bid process.
17. Provide backup support for the filing of bid projects.
18. Complete the tagging and recording of assets in coordination with the Mail and Distribution Center and satellite campus locations.
19. Track and accurately record for reports the movement of fixed assets.
20. Maintain and run required Inventory and Asset reports.
21. Conduct physical inventory of fixed assets
22. Work with Accounting to process capitalization and depreciation of assets.
23. Maintain and oversee the disposal of fixed assets and surplus via auction, donation, and recycling procedures.
24. Coordinate with departments requesting furniture and equipment to ensure standards are met and procedures are followed.
25. Coordinate with the Maintenance and IT staff for placement and layout of furniture.
26. Maintain a working knowledge of purchasing policies and procedures and effectively communicate them to College personnel and vendors when appropriate.
27. Train College personnel to ensure purchasing procedures are known and followed.
28. Assist in the development of training materials.
29. Assist in the setup and maintenance of employee budget access within Colleague, the enterprise resource planning (ERP) software.
30. Maintain understanding of the Illinois Public Community College Act as well as Illinois and federal laws as they pertain to public purchasing.
31. Provide backup support for the Purchasing Coordinator
32. Perform all Business Services functions as needed.
33. Using tact and courtesy, the ability to establish and maintain effective relationships with persons contacted in the course of work.
34. Regular attendance is expected.
Minimum Qualifications
Associate’s Degree. Bachelor’s degree in Business is preferred. A minimum of four-five years of experience or any equivalent combination of experience and/or education from which comparable knowledge, skills and abilities have been achieved.
1. Must be a proactive problem solver: Ability to gather facts, analyze problems, and resolve issues. Must be strongly detail oriented.
2. Must be able to manage multiple tasks and meet crucial deadlines with accurate results.
3. Must possess the ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form, as well as the ability to read and interpret documents, contracts, and policy and procedure manuals to apply to assigned tasks.
4. Must be able to work independently and collaborate with others.
5. Experience with fixed assets is required.
6. Experience with Colleague or another Enterprise Resource Planning (ERP) system is preferred.
7. Experience using Microsoft Office Suite and Adobe Pro DC software is preferred
Preferred Qualifications
Experience with Ellucian Colleague software or similar ERP software. Prior Experience as a Coordinator in Inventory.
Work Environment
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee regularly works in an office setting.
Physical Demands
Physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job:
While performing the duties of this job, the employee is regularly required to use hands and fingers to handle, feel, or operate objects, tools or controls, and reach with hands and arms. The employee is frequently required to stand, talk and hear.
Department: Office of Business Services (BSE)
Division: Business Services (BSE)
Employee Status: Full-time (8am-5pm Monday – Friday)
Type: Support Staff Association (SSA-Union)
Grade: 11 ($23.50 - $24.20 hourly)
FLSA: Non-exempt (hourly)
______________________________________________
Reporting Relationships
Reports to: General supervision is received from the Manager of Business Services
Supervision Exercised: None
Job Summary
The Inventory Coordinator will use close attention to detail and problem solving to complete all duties and responsibilities as assigned. This position will be responsible for understanding and utilizing all procurement procedures at Rock Valley College as well as coordinating all asset and inventory management. Collaboration with fellow department team members, College departments, and vendors is required. All Business Services functions must be performed as needed.
Essential Duties and Responsibilities include the following. Related duties may be assigned.
1. Complete all stages of the purchasing process for products and services at Rock Valley College.
2. Create purchase orders from requisitions to purchase products and services for the College.
3. Assist in preparing reports for Administration and the Board of Trustees including Purchase Reports.
4. Problem solve to resolve issues at any point in the purchasing process.
5. Complete monthly follow-up of outstanding purchase orders to ensure orders and payment move to completion.
6. Review and document purchasing processes as needed.
7. Research products and acquire quotes for various College purchases.
8. Work closely with Accounts Payable and Financial Services to ensure prompt vendor payment and resolve procurement and billing issues.
9. Work with Departments in the purchasing of commodities, equipment, and services utilized at Rock Valley College.
10. Enter requisitions for Business Services and other departments as needed.
11. Assist in sourcing and evaluating potential vendors for the College.
12. Assist in interviewing vendors and analyzing new products for the College.
13. Create and maintain vendor records in Colleague, the Enterprise Resource Planning (ERP) software and the bid database.
14. Oversee various vendor accounts.
15. Assist with campus food vendors to maintain a level of service to campus locations.
16. Complete all stages of the Bid and RFP process with oversight from the Director of Business Services, including preparing bid specifications and running the bid process.
17. Provide backup support for the filing of bid projects.
18. Complete the tagging and recording of assets in coordination with the Mail and Distribution Center and satellite campus locations.
19. Track and accurately record for reports the movement of fixed assets.
20. Maintain and run required Inventory and Asset reports.
21. Conduct physical inventory of fixed assets
22. Work with Accounting to process capitalization and depreciation of assets.
23. Maintain and oversee the disposal of fixed assets and surplus via auction, donation, and recycling procedures.
24. Coordinate with departments requesting furniture and equipment to ensure standards are met and procedures are followed.
25. Coordinate with the Maintenance and IT staff for placement and layout of furniture.
26. Maintain a working knowledge of purchasing policies and procedures and effectively communicate them to College personnel and vendors when appropriate.
27. Train College personnel to ensure purchasing procedures are known and followed.
28. Assist in the development of training materials.
29. Assist in the setup and maintenance of employee budget access within Colleague, the enterprise resource planning (ERP) software.
30. Maintain understanding of the Illinois Public Community College Act as well as Illinois and federal laws as they pertain to public purchasing.
31. Provide backup support for the Purchasing Coordinator
32. Perform all Business Services functions as needed.
33. Using tact and courtesy, the ability to establish and maintain effective relationships with persons contacted in the course of work.
34. Regular attendance is expected.
Minimum Qualifications
Associate’s Degree. Bachelor’s degree in Business is preferred. A minimum of four-five years of experience or any equivalent combination of experience and/or education from which comparable knowledge, skills and abilities have been achieved.
1. Must be a proactive problem solver: Ability to gather facts, analyze problems, and resolve issues. Must be strongly detail oriented.
2. Must be able to manage multiple tasks and meet crucial deadlines with accurate results.
3. Must possess the ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form, as well as the ability to read and interpret documents, contracts, and policy and procedure manuals to apply to assigned tasks.
4. Must be able to work independently and collaborate with others.
5. Experience with fixed assets is required.
6. Experience with Colleague or another Enterprise Resource Planning (ERP) system is preferred.
7. Experience using Microsoft Office Suite and Adobe Pro DC software is preferred
Preferred Qualifications
Experience with Ellucian Colleague software or similar ERP software. Prior Experience as a Coordinator in Inventory.
Work Environment
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee regularly works in an office setting.
Physical Demands
Physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job:
While performing the duties of this job, the employee is regularly required to use hands and fingers to handle, feel, or operate objects, tools or controls, and reach with hands and arms. The employee is frequently required to stand, talk and hear.
