Department:     Business Office

FLSA:                 Exempt

Designation:     Staff

Schedule:           Full-time, calendar year, generally Mon-Fri, 8:00 a.m. - 4:30 p.m.

Travel:                Minimal

Workplace type:  On-site

POSITION SUMMARY:

The Purchasing Agent is an integral member of the business office team, assisting one another to ensure continuity of the essential operations, leading the purchasing function for the School while upholding the School’s purchasing and budget strategies.

The business office team is committed to advancing the mission of the School by providing accurate and timely financial services, with exceptional customer support for the School community, while acting as a steward of the School’s resources. The Purchasing Agent coordinates activities involved with procuring goods and services for the School. They source a variety of products and services and negotiate with vendors to obtain optimum quality, cost, terms, etc. They frequently meet with sales representatives and resolve problems through personal contact, telephone calls, emails or written correspondence.

This role leads technology-related projects including the travel & expense management system. The Purchasing Agent must be adaptive to maintain systems current with the industry and needs of the School.

DUTIES AND RESPONSIBILITIES:

• Communicate processes and train relevant staff and faculty on using internal purchasing systems and processes (such as e-Requester), promoting self-service as much as feasible.
• Maintain a high level of internal and external customer service, and professional atmosphere as aligned with Business Office strategies.
• Lead continuous improvement of the purchasing function to achieve optimal professional standards, identifying needs and implementing modifications to address needs.
• Prepare purchase orders for internal clients and inventory replenishment.
• Systems administrator for purchasing software (eRequester), including new user training, upgrades and troubleshooting, including modules such as punchout and invoicing.
• Procure goods and services in a timely manner to meet internal department expectations and budget.
• Receive and convey information clarifying specifications of goods and services purchased or leased, terms of purchase agreements and communicate with suppliers concerning problems in the shipment, transport, or receipt of goods.
• Process daily Purchase Order batch for upload into accounting.
• Complete credit applications for vendors.
• Manage the School’s vendor contract and logistics for shredding confidential information.
• Manage the School’s vehicle fleet purchasing and disposals, including the head of school’s vehicle, as aligned with the School’s vehicle strategy.
• Maintain relationships with purchasing consortiums for best practices and opportunities for purchase pooling, including: CCPG, E&I, US Communities, and CT DAS pre-negotiated contracts as needed.
• Research and negotiates products, terms, freight and delivery for optimal pricing.
• Conduct relevant Requests for Proposal (RFP) processes for improved management of integral processes related to purchasing, as coordinated with the Business Office and ITS. Follow through on internal communication and partnership to successfully implement newly acquired software. (ex. software for online travel and expense management (such as “Concur”).
• Review vendor contracts for compliance and appropriate terms within the purchasing function.
• Perform month-end close, and reconcile discrepancies.
• Implement purchasing best practices. Ensure that purchase requisitions meet the auditor’s guidelines for approvals and sign-offs.
• Work closely with Accounts Payable to resolve any invoice or receiving discrepancies.
• Write policies and procedures, implementing purchasing best practices.
• Represent the School, and actively participates in cooperative purchasing groups such as CCPG, NAEB-NE, NAEP, etc.
• Maintain accurate purchase order electronic files in compliance with auditor directives.
• Additional duties and responsibilities as needed and assigned.

SKILLS AND EXPERIENCE REQUIRED:

• Business degree, C.P.M. or equivalent experience preferred.
• Working knowledge and experience with goods and service buying, 3+ years preferred.
• Strong negotiation and supplier management skills.
• Strong organizational and administrative skills with attention to detail and accuracy.
• Excellent interpersonal and customer relations skills.
• Ability to work independently, and perform job requirements with minimal direction.
• Excellent verbal and written communication
• Ability to positively interact with peers, managers, and suppliers.
• Functional procurement mathematical abilities (discounts, interest, percentages, lease contracting, etc.)
• Strong technology skills and experience using Microsoft Office

PHYSICAL CONDITIONS:

• Must be able to remain stationary to perform computer-related tasks; as well as possess mobility to perform other essential responsibilities, such as traversing the campus.
• Keyboard, repetitive motion.
• Ability to carry 30 pounds.
• Ability to lift up to 70 pounds with assistance.
• Ability to stand and walk for extended periods.
• Ability to continuously reach and bend.

ADDITIONAL INFORMATION:

The essential functions and basic skills have been included. It is not intended to be construed as an exhaustive list of all functions, responsibilities, skills and abilities. Additional functions and requirements may be assigned by supervisors as deemed appropriate. This position description is subject to change at any time.

The Hotchkiss School is an equal opportunity employer and is committed to basing judgments concerning the employment of individuals upon their quali?cations and abilities. The School is ?rmly committed to equal employment and advancement opportunities for all employees and applicants in all phases of the employment process (including recruitment, hiring, assignment, terms and conditions of employment, compensation, bene?ts, training, promotion, transfer, discipline and termination).

In accordance with applicable law, the School does not discriminate against any individual based on age, ancestry, color, genetic information, learning disability, marital status, past or present history of mental disability, national origin, physical disability, race, religious creed, sex, pregnancy, sexual orientation, gender identity or expression, veteran status, or any other protected characteristic.

About The Hotchkiss School

Located in the scenic Berkshire-Taconic landscape in the quiet northwest corner of Connecticut, The Hotchkiss School is a community in which faculty and staff members build careers and grow as professionals. We seek to identify, recruit, and develop faculty and staff members who bring a diversity of experiences, perspectives, talents, and backgrounds. Collectively, we are dedicated to supporting the intellectual, social, and emotional growth of nearly 600 students who come from around the country and the world. In the 2023-2024 school year, our student body includes 37% of students receiving financial aid, 13% international students, and 40% domestic students of color. Geographically diverse, our students represent 38 States, 34 Countries, and span 6 continents. The School is eager to accept applications from individuals who are excited to support an inclusive and warm learning community for students from a wide array of backgrounds and experiences.

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