Job Description:

IMPORTANT: Effective November 2025

Deadline to apply: September 29, 2025

In accordance with ministerial directives issued by the Secrétariat du Conseil du trésor concerning a freeze on public service recruitment, effective November 1, 2024, only applications from employees with regular employment status at the College and within the college network will be considered for positions that are not directly serving students.

JOB SUMMARY UNDER THE DIRECT SUPERVISION OF THE PURCHASING MANAGER TO PERFORM VARIOUS ADMINISTRATIVE AND TECHNICAL TASKS FOR THE FINANCE DEPARTMENT.

DUTIES AND RESPONSIBILITIES

• Using departmental guidelines, analyze and determine most advantageous offer regarding price, quality, availability and vendor performance to make appropriate recommendations to internal customers
• Execute purchases on a daily basis as per requests received from the different services; assuring that all goods and/or services purchased comply with regulatory frame
• Ensure that all contracts over $25,000 are declared into the SEAO (Syteme électronique d’appel d’offres du gouvernement du Québec) website
• Responsible for direct negotiation with suppliers, call for tenders by invitation under the public tender threshold and analyse best value of goods and/or services for the College
• Complete credit applications to onboard new vendors.
• Coordinate with the accounting department as needed to reconcile invoices and provide information related to various files.
• Collaborate with accounting to properly record capital assets in the ERP system (Clara finance)
• Processing annual capital requests -DMI (Investment requests)
• Investigate and Resolve discrepancies involving purchase orders, receiving slips and invoices by liasing with suppliers , identifying root causes, and recommending solutions
• Follow up to ensure timely delivery of materials
• Intervene with Custom Brokerage Houses and/or Canada Customs to assure that all goods are imported in conformity to applicable laws and regulations
• Review and consolidate credit card departmental expenses.
• Troubleshoot problems with users, sellers and buyers
• Provide on-line support and training for purchasing requisitions (DMA) and troubleshoot problems that users come across when using the purchasing electronic financial system (Clara finance)
• Collaborate with the Receiving Department for the receiving of purchase orders
• Collaborate with Departments to obtain quotes for materials and services
• Respond to inquiries and relay information obtained from suppliers to our internal customer
• Meet with Sales Representatives and obtain data on goods and services
• Investigate and analyse new vendors and alternate sources.
• Update the college inventory in the electronic financial system when goods are received, update data, prepare and distribute annual information reports to all departments and provide annual report to comptroller for capital and operational goods bought throughout the fiscal year

• Assist and respond to the auditors regarding purchasing inquires during the annual verification • Provide report to Facility Management Director for MES reporting of inventory count above 100000$

• Supervise occasional staff when required

• Receive training concerning the Act respecting contracting by public bodies.

• Perform any other related tasks as may be assigned

EDUCATION: Diploma of college studies (DEC) in administration with an appropriate specialty or, in the office automation field, or a diploma or an attestation of studies that is recognized as equivalent by the competent authority.

SPECIFIC REQUIREMENTS

• Intermediate oral and written French

• Intermediate oral and written English

• Computer skills (Word and Excel)

• Knowledge of Clara software is a definite asset.

• Capacity for establishing priorities and being solution oriented.

• Be detail-oriented, structured, and able to work under pressure during peak periods.

• Ability to produce work under pressure

• Excellent interpersonal skills and initiative

Testing may be required to demonstrate knowledge of:

• English – (Intermediate oral and written)
• French – (Intermediate oral and written)
• Word (basic)
• Excel (basic)