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Assistant Manager/Purchasing
Job Objective: Position is responsible for the purchasing of goods and services for a 3 billion dollar banking organization. The purchasing position will be responsible for issuing, managing, and directing the processing of all purchase orders; evaluating the requests and needs of all the centers and departments; reviewing new and existing service contracts; negotiating pricing and professional services; meeting with vendors to keep abreast of new products and services; establishing new cost savings purchasing procedures, maintaining purchasing records, and preparation of reports to management.
Essential Functions: Implement Purchasing Policies and Procedures. Work with Accounting and Accounts Payable to implement a Processing System interface with current systems and implement a workflow process for all departments of StellarOne. (5%) Correspond with suppliers for quotations, prepare purchase orders and perform buying duties for equipment, products and services, new locations, office remodeling, supplies, facility renovations, and other necessary purchases. (20%) Track orders and determine the causes of any delays. If the supplier has questions, answer them and resolve any problems. When the shipment arrives, reconcile the purchase order with the shipment, making sure that they match or working with someone on site if sent to a different location. Notify the vendors when invoices are not received; and verify that the bills match the purchase orders. Send for proper approval. (10%) Maintain records of materials, prices, inventories and deliveries, and then use these records to compare prices, specifications and delivery dates in order to evaluate companies for future purchases to save money by choosing the supplier that provides the greatest value. Proactively work with colleagues and suppliers on the status of their orders. (10%) Stay current on changes to demand for products and vendor performance. Evaluate services provided by various vendors to insure services and supplies are the most cost efficient by comparison shopping or sending out Request for Proposals (RFP). Perform detailed RFP reply analysis and evaluation. Prepare summaries that compare the potential vendors and make recommendations to requestors or senior management as required. Negotiates contracts and obtains optimum outcome for the financial institution. (25%) Prepare reports to management on recommendations on changes to include specific cost savings measures, vendor evaluation and time frames for implementation. (10%) Coordinate assigning fixed asset numbers to new purchases and notify Accounting of coordinating numbers. (5%) Assists employees in use of website ordering, setting up users, deleting users, and approving orders over set limits. Work with Department Managers and Vendor for new product orders and assist vendor with order renewals. Review proofs for printing products, maintain product line samples and view completed products. (5%) Supports the Vendor Management Policy and Procedures and ensures all contract administration procedures are followed and executed in a professional manner. (5%) Assist Business Unit Sponsors in developing/formalizing their detailed specifications for RFP’s and product/services quotes. (5%)
Compliance: Performs assigned responsibilities in compliance with all job-relevant legal and regulatory requirements. Maintains current operating knowledge of all job-relevant legal and regulatory requirements through the successful completion of mandatory compliance and regulatory training and attendance at all mandatory regulatory compliance activities.
StellarOne in Action: Supports and practices StellarOne Core Values of Excellence, Partnership and Service and follows StellarOne in Action protocol.
Non-Essential Functions: Performs other duties that may be assigned.
Measures: The associate’s job performance will be measured by the following metrics: Projects, tasks, reports completed on time and communicated to requestor. Cost Savings generated per project if applicable. Warehoused supplies distributed within six months. Purchase orders match invoices. Information maintained in usable format.
Education, Skills and Experience Required: Associate’s or Bachelor’s degree in business, finance or administration preferred. Minimum 5 years equivalent job-related experience with emphasis on purchasing products and services. Good understanding of bank departments and operational activities to ensure streamlined purchasing of supplies and services. Good understanding and knowledge of supply and vendor sources. Must be motivated and have the ability to make decisions independently. Work requires daily interaction with diverse groups internally and externally.
Education, Skills and Experience Required: Excellent telephone and personal etiquette, organizational, time management, reading comprehension skills and data entry skills required. Must be PC proficient in Microsoft Office including Excel, Word, Outlook, Project, PowerPoint, windows-based office software, the Internet and purchasing software systems (including accurate keyboarding). Ability to successfully work in a changing environment with required multi tasking. Demonstrate strong problem solving and analytical skills. Ability to take raw data and assemble into meaningful reports including graphs and charts. Properly utilize time management to ensure projects, schedules, and reports are timely and met. The position is schedule driven and timing is critical to the position’s success. Must be able to perform duties in an ethical manner and keep a professional distance with all vendors to assure fairness and equal treatment.
Special Requirements: Adheres to all rules and regulations applicable to this position. Must be able to travel to various locations within and outside of the company. Visiting Potential or current vendors is required to ensure StellarOne receives quality products and services. Pre-employment drug and alcohol testing. Background screening and driving record verification Overtime as needed to complete a project. Overtime as needed to complete a project.
ADA Specifications (Work Requirements): Physical Demands: The physical demands here are representative of those that must be met by an associate to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions. The associate is regularly required to stand, walk, bend, stoop and reach and is frequently required to use hand to finger association to handle or feel objects. The associate may be required to lift up to 50 pounds. The associate may drive to various StellarOne locations or training sessions.
Work Environment: The work characteristics described here are representative of those an associate encounters while performing the essential functions of this job. The work environment is a typical office setting and does not have any extreme conditions.
This job description may be added to, modified, streamlined and/or changed at any time to meet the organization’s needs.
