PRIMARY PURPOSE OF POSITION

The primary purpose of the Accounting Technician – Purchasing is to process all purchase orders for supplies, equipment, etc. and adhere to all State statutes and E-procurement guidelines.

ESSENTIAL JOB DUTIES

• Be familiar with state purchasing procedures, state term contracts, benchmarks, limits, etc.
• Maintain and administer College E-Procurement program; including, but not limited to:
  • Enter requisitions when necessary
  • Reconcile and approve requisitions entered by staff to create purchase orders
  • Set-up of new users and close out old users
  • Contact vendors, E-Procurement with questions when necessary
  • Maintain and update approval processes as needed
• Process all purchase orders via Ellucian (Datatel) for supplies, equipment, etc.
• Prepare e-quotes and bids adhering to HCC, NC Department of Administration, and NC Purchase and Contract benchmarks and guidelines
• Post bids to Interactive Purchasing System (IPS) for services or items not posted by NC P&C
• Notify departments if funds are not available for purchases
• Maintain and reconcile all purchase orders to ensure timely delivery and payment.
• Set-up and maintain vendor records
• Maintain equipment purchase files which includes:
  • Process incoming invoices/receiving of new equipment for inventory
  • Responsible for Quality Acceptance inspections when required
  • Maintain inventory number database and “tag” inventory items as they are put into service
• Maintain and administer College PCARD program which includes:
  • Reconcile monthly PCARD statement and submit to Accounts Payable
  • Set-up of new accounts/close old accounts
  • Contact bank with questions when needed
• Coordinate the College’s surplus equipment process:
  • Facilitates the transfer and/or removal of fixed assets through redistribution to other community colleges, sale on the State Surplus website, cannibalization, recycling or disposal.
  • Communicates with NCCCS personnel and the general public in regard to sale of college assets through the State Surplus website.
  • Ensures college faculty and staff are properly educated on the correct process for disposal of fixed assets. 
  • Responsible for the proper disposal of surplus equipment.
• Responsible for HCC Club accounts – report to advisors and verify funds for purchases.
• Prepare Travel Advance Requests and Reconcile Travel forms
• Prepare monthly internal mileage and gas invoices to transfer funds.
• Annual form 1099 reporting
• Complete required reporting –HUB, Purchasing Flexibility, etc.
• Process monthly sales and use tax report
• Assist Accountant II which includes:
• Back-up for inventory control
• Perform additional accounting functions within the Business Office as assigned
• Assist Business Office Director and Vice President with general ledger accounting, budgeting, account/fund balancing and preparation of financial information as required to include annual financial statements
• Assist with cashier duties and other fiscal duties in the absence of business office staff.
• Participate in College activities, functions, and committees