Full or Part Time
Hours per week
Number of Months
To perform a variety of technical duties in the purchase of supplies, equipment, materials and services for the District; to prepare contracts and agreements for special purchases; and to perform a variety of technical tasks relative to assigned area of responsibility.
Supervision Received and Exercised
Receives general supervision from the Supervisor Purchasing Services.
Duties and Responsibilities
Essential and other important responsibilities and duties may include, but are not limited to, the following: Essential Functions: Process purchase requisitions and issue purchase orders for a variety of equipment, supplies, materials and services from qualified sources in compliance with applicable laws, District regulations and department procedures. Negotiate purchases and prices with vendors according to established guidelines; obtain informal written and verbal quotes. Prepare agreements and contracts for special purchases; determine appropriate quantity and timing of purchase to obtain discounts. Provide procurement information to college personnel; confer with department representatives to determine purchasing needs, specifications and areas of standardization. Work with accounts payable personnel to follow up and ensure timely receipt and proper quality and quantity of orders; investigate and resolve problems. Maintain appropriate records and current list of vendors; prepare a variety of records and reports. Receive requests for repairs from College personnel; arrange repairs to all business and office related equipment. Respond to vendor inquiries and meet with vendors as needed regarding orders and new products. Follow up on purchase orders to ensure receipt of proper quality and quantity; track down and report status of requisitions and/or purchase orders.
Marginal Functions: Notify vendors of District insurance and delivery requirements. Perform related duties and responsibilities as required.
Knowledge, Skills, Abilities
Knowledge of: Principles, practices, methods and techniques used in purchasing. Commodity markets, marketing practices and commodity pricing method. Applicable laws, regulations, policies, and procedures governing the procurement process. Methods and practices used in competitive bidding. Types of supplies, materials, commodities, and services commonly used in community colleges. Principles of accounting and receiving. Modern office procedures, methods and computer equipment.
Ability to: Assist in the analysis, evaluation and modification of purchasing methods and procedures. Interpret and explain purchasing policies and procedures. Maintain accurate purchasing and accounting records. Prepare a variety of clear and concise reports. Operate office equipment including computers and supporting word processing and spreadsheet applications. Work independently in the absence of supervision. Understand and follow oral and written instructions. Communicate clearly and concisely, both orally and in writing. Establish and maintain effective working relationships with those contacted in the course of work. Maintain physical condition appropriate to the performance of assigned duties and responsibilities.
Education: Equivalent to the completion of the twelfth grade supplemented by college-level coursework in business administration or a related field.
Experience: Two years of full-time equivalent responsible clerical purchasing experience including experience in writing specifications.
Position requires sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, and ethnic backgrounds in a community college.
Proficiency using Microsoft Office programs including Word, Access, and Outlook or similar Windows-based programs; experience with an integrated database system such as PeopleSoft or similar computerized purchasing system.
Licenses and/or Certificates
Environmental Conditions: Office environment; exposure to computer screens.
Physical Conditions: Essential and marginal functions may require maintaining physical condition necessary for sitting for prolonged periods of time.
Terms of Employment
Full-time employees receive fully-paid benefits including medical, dental, and vision insurance for employees and dependents; life, disability, and long-term care insurance; and sick leave, vacation and paid holidays. All full-time classified employees are enrolled in PERS (Public Employees Retirement System).
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