DEFINITION

Under general supervision of the Director, Purchasing Services, performs a variety of senior level purchasing clerical duties, including assisting in office supervision; and performs related work as required.

EXAMPLES OF DUTIES

1. Oversees office clerical staff and hourly assistants; regulates the work flow throughout the office; trains new employees; and maintains all department employee records, including time, vacation, illness records and completes periodic time and attendance reports for Fiscal Services according to periodic deadlines.  Informs Purchasing and Warehouse personnel of deadlines and floater holidays.
2. Schedules and participates in the preparation, typing and maintenance of contracts, purchase orders, bids, leases, correspondence, quotation, interoffice memos and bid advertisements, general legal correspondence, and annual planning procedures.
3. For Public Works Projects: prepares bid schedules, participates, coordinates and prepares construction bid packages, researches California Codes and pulls related Codes on Contract and Purchasing issues, compiles contractor lists using different data sources and the Internet; tracks job walk information and keeps notes or minutes of job walks and meetings.  Issues addenda and maintains contract documents and software, provides periodic reports on contracts data, receives accounts and returns money for bid securities and deposits for bid plans or packages.  Places required advertisements in local newspapers and distributes bid packages and assists in bid openings and bid evaluations.  Prepares notices to proceed, collects and verifies sureties, bonds and insurances and files notices of completion for recordation of completed projects.
4. Assists in receiving, opening, announcing, security, and documenting formal bids received by the District.  Prepares periodic formal Board Purchasing Transaction Reports indicating District vendors, Consent Items, contract change orders, Emergency Purchasing Resolutions, and other related Board agenda items including keeping track of Board follow-up action.
5. Acts as the contact point between vendors, accounting, and purchasing in resolving invoicing problems and in resolving shortages, incorrect deliveries, or expediting.  Maintains files for follow-up action with Buyers for purchase orders and other problems for their resolution.
6. Splits signed Purchase Orders, mails or faxes them, distributes and files appropriate copies of orders or contracts.  Mails purchasing correspondence and maintains record of their receipts.  Maintains all the historical records and files for purchasing and contracts and related correspondence.
7. Independently transacts some purchases as required, orders stationery applying District policies and procedures.
8. Generates inquiries and investigates problems related to the purchasing policies and procedures by contacting other community colleges to gather relevant information.
9. Researches inquiries and investigates problems related to the ordering process.  Acts as liaison between campus departments and purchasing or warehouse.  Becomes familiar with warehouse procedures and paperwork, and acts as back up for getting paperwork backlog cleared at the warehouse.
10. Maintains appointment calendar and scheduling for the Director of Purchasing Services and acts as secretary when needed.  Provides for the Director periodic purchasing and contracting reports generated through purchasing and contracting software on outstanding requisitions, incomplete purchase orders and contract changes.
11. Directs incoming phone calls and takes messages for department personnel.
12. Routes all incoming mail and makes proper disposition of all outgoing mail.  Oversees the proper disposition of postage stamps and the department checking account for small cash purchases, with safekeeping of the bank checkbook.
13. Arranges for periodic departmental and inter-department meetings and issues agenda and meeting minutes, and monitors action items with appropriate follow-up.
14. Acquires knowledge and proficiency in using the departments several software systems.
15. Maintains periodically the Purchasing Department’s Web-page linked to the District Home Page and keeps it current with vendor and bidder information as needed.
16. Trains District personnel on Purchasing software and answers questions regarding requisition input and correct procedures for submitting and follow-up on requisitions and purchase orders.  Sends campus wide information on Purchasing procedures and other matters through the Campus Bulletin.
17. At the request of a supervisor, performs a variety of unscheduled duties normally and traditionally performed by a Senior Purchasing Clerk.

MINIMUM QUALIFICATIONS

Education and Experience:  Graduation from high school or (GED) with some college or technical training.  Two years of experience as an office manager.  One year experience in a purchasing or accounting office which includes generating periodic reports and follow-up.  One year of senior clerical experience using word processing and spreadsheet software on a personal computer which includes some training of other personnel.  Must be able to speak and write English effectively and professionally.

Knowledge and Abilities:  Knowledge of purchasing office practices and terminology.  Ability to organize and maintain office files; interpret and apply technical policies and procedures using independent judgment; follow and give instructions; provide direction and training to staff; professionally conduct business and maintain effective working relations with the public, staff, and vendors; use good judgment in obligating and handling District funds; work in a multiethnic environment; use computer or word processing equipment; research information on the web, yellow pages, and professional  directories; operate a personal computer efficiently; operate electronic office equipment including modern telephone devices; function effectively in a multitasking environment; get along with people and using tact in handling questions; work effectively in a fast-paced office environment with minimal supervision.

DESIRABLE QUALIFICATIONS

Experience in a California public school district or community college in a purchasing or accounting environment.  Strong organization skills with an ability to type 40 nwpm, and knowledge of Microsoft Word and Excel.  College and/or technical training in purchasing.

Skills:  Organizational, leadership, and interpersonal skills required.

PHYSICAL ABILITIES

Acute vision of very small items, seeing to inspect written documents, communicate with District staff, sitting for extended periods of time, bending, kneeling and reaching to retrieve and file records, and dexterity of hands and fingers to operate a keyboard and other office equipment.

Probationary Period:  One year.

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