DEFINITION

Under the supervision of the Director of Purchasing and Contract Administration, perform a variety of specialized duties associated with the purchase, delivery, contracting for supplies, equipment and professional/maintenance services in compliance with applicable laws, District regulations and department procedures.

REPRESENTATIVE DUTIES: (Illustrative Only)

Prepares, in accordance with Public Contract Code, Education Code, California Uniform Public Construction Cost Accounting Act (CUPCCAA) and Board Policy, quotations formal and informal bids, and Requests for Proposals (RFP) or Requests for Qualifications (RFQs) and supervise the formal bid and RFP processes with assurance of contract and any follow-up action that maybe required including Board of authorizations and approvals.
Obtains, compares and analyzes quotations and recommends awards on quotations. Negotiate purchase terms and prices with vendors according to established guidelines, ensures product compliance with specification or bid requirements.
Receives and timely reviews requisitions; contact appropriate vendors; obtain price quotes, methods of procurement and related data to complete purchase orders. Upon completion of approved purchase orders, ensure proper distribution of the orders and any necessary follow-up.
Receives and timely reviews Contract Request Forms; contact service provider, negotiate pricing, draft agreement and acquire Board approval.
Process change orders, notices, reports, and other documents as needed.
Maintains up-to-date source of supplies and commodities. Creates and maintains lists of vendors, professional associations, advertising sources, and other categories to support the purchasing process.
Coordinates the delivery, costs, and quality performance, and other information to support purchasing. Researches price, quality, and availability of materials and sources.
Provide information and assistance to District administrators and staff regarding the purchase of materials equipment and supplies requiring knowledge and interpretation of District procedures; resolve problems or complaints.
Interview vendors for sources of supply, price, product information, new products, standards and service record. Writes and prepares clear and precise specifications describing goods or services desired.
Ensure proper account coding and approvals obtained for orders. Ensure and maintain on file all supporting and required documentation. Participates in establishing cost and product life standards for inclusion into fixed asset accounting.
Coordinates with Accounts Payable to follow up and ensure timely receipts and proper quality and quantity of orders and payments.
Assist with problem-solving of issues related to procurements and payment of goods or services, and make decisions with follow-up of purchase order deliveries and other purchasing functions.
Assist with the development and interpretation of policies and procedures for purchasing and warehousing functions.
Assists with determining and assuring adequate levels of inventory and reorder points for supplies and other items used on a regular basis.
Assists with inventory and disposition of surplus property when required.
Assists with monitoring receipt of equipment, goods, and services as well as return of items.
Assists in development of and maintenance of the District purchasing calendar to ensure seasonal and annual deadlines, purchases, and contract renewals. Chairs pre-bid meetings and bid openings.
Assists with the rental, maintenance or purchase and disposal of District Real Estate and Surplus Property.
Assists with the distribution and follow-up of work assignments for Assistant Buyers and with updating and maintaining the District Purchasing Manual and may/will provide lead direction to other department staff.
Assists with periodic follow-up system for all late delivery purchase orders and a process of dunning to ensure prompt deliveries, and coordination of problem orders at the Warehouse.
Assists with perpetual and periodic inventory of fixed Assets.
Trains District employees on the Purchasing System software and supervises solution of software problems.
At the request of the Director, performs a variety of unscheduled duties normally and traditionally performed by a Buyer.
Generates contracts or agreements for commodities, professional and maintenance services that require formal or informal bidding
Negotiate with vendors/department staff to correct or mitigate contract performance issues or conflicts
Work effectively with cross functional teams and maintain collaborative and positive working relationships
Other related duties as assigned.

KNOWLEDGE AND ABILITIES

Knowledge of:

The operation and use of personal computers utilizing word processing, spreadsheet, and database management software programs and the Internet browser, websites, and e-mail;
Purchasing principles and practices including the preparation of formal bids, informal bids under the California Uniform Construction Cost Accounting Act’s (CUPCCAA) requirements, Requests for Proposals (RFPs), specifications, evaluations and awarding of bids and RFPs;
Methods and techniques of data entry, prevalent and applicable state and local codes, laws, regulations;
Purchasing; modern purchasing methods, practices and ethical governmental procurement policies and practices;
Inventory control procedures;
Methods, procedures, and regulations used in California Community College District purchasing operations; and
California Education Code and Contract codes relating to purchasing.

Ability to:

Communicate effectively both orally and in writing;
Work as a team and establish and maintain cooperative working relationship;
Work under deadlines and perform multitask assignments with interruptions;
Plan, organize, and supervise the work of staff to acquire materials, supplies and services in a timely manner;
Present a professional and business like manner to vendors, district staff, and College representatives.
Understand, be sensitive to and respect the diverse academic socioeconomic, cultural and disability and ethnic backgrounds of community college students and staff personnel;

EDUCATION AND EXPERIENCE:

An Associate’s degree from an accredited college or university or completion of 60 units of college-level courses; and
Four years of full-time purchasing or accounts payable experience, with some supervision and training of purchasing staff, buying, and the administration of our automated purchasing system and purchasing database maintenance; and
Skilled in business math, financial record keeping and auditing principles and procedure or any combination of training and/or experience that could likely provide the desired knowledge and abilities to perform the duties of the job.
Two additional years of experience may be substituted for the Associate’s degree.

DESIRABLE QUALIFICATIONS

A Bachelor’s degree from an accredited college or university.
Experience buying a variety of high volume goods or services, or an equivalent combination of training, education and qualifying experience which demonstrates the knowledge, skills and abilities to perform the duties of the position.
Experience working with purchasing software systems.

PHYSICAL DEMANDS

Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; to operate a motor vehicle and to visit various District and meeting sites; vision to read printed materials and a computer screen; and hearing and speech to communicate in person, before groups, and over the telephone. This is primarily a sedentary office classification although standing and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard, typewriter keyboard, or calculator and to operate standard office equipment. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects up to 25 pounds.

ENVIRONMENTAL ELEMENTS

Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.

LEVEL OF SUPERVISION EXERCISE: None.

PROBATIONARY PERIOD: One year.

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Pasadena City College
1570 East Colorado Boulevard, Pasadena, CA 91106
(626) 585-7361 direct ⋅ (626) 525-7924 fax