Mission Viejo, CA
ID: 7051533 (Ref.No. P0004992)
Posted: September 30, 2021
Application Deadline: Open Until Filled
Under direction from the Purchasing Supervisor, independently performs a variety of complex technical duties supporting the purchasing of supplies, materials, and services for the District; ensures compliance with all applicable state laws and district policies; coordinates District travel arrangements and the repair of District property; and performs a variety of tasks relative to assigned areas of responsibility. Requires considerable exercise of initiative and independent judgment to perform the full range of complex duties.
Operations, services, and activities of a comprehensive purchasing program for an educational institution.
Principles, practices, methods and techniques used in purchasing.
Applicable laws, regulations, policies, and procedures governing the purchasing process.
Types of supplies, materials, commodities, and services commonly used in educational institutions.
Principles and methods of negotiations.
Principles, practices, and procedures of inventory and quality control.
Office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases.
Principles of letter writing and basic report preparation.
Basic principles and practices of accounting.
Principles and procedures of record keeping and filing.
English usage, spelling, grammar, and punctuation.
Evaluate quality and price of products to judge suitability of goods and alternatives offered.
Interpret and apply purchasing policies and applicable state laws and regulations.
Interpret and apply travel procedure requirements.
Analyze, evaluate and modify purchasing methods and procedures.
Operate office equipment including computers and supporting word processing, spreadsheet, and database applications.
Maintain accurate records, controls and files.
Plan and organize work to meet changing priorities and deadlines.
Implement and maintain standard filing systems.
Work independently in the absence of supervision.
Understand and carry out oral and written instructions.
Work with and exhibit sensitivity to and understanding of the varied racial, ethnic, cultural, sexual orientation, academic, socio-economic, and disabled populations of community college students.
Communicate clearly and concisely, both orally and in writing.
Establish and maintain effective working relationships with those contacted in the course of work.
Education and Experience Guidelines:
Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying.
Equivalent to two years of college level course work in business administration or a related field.
Two years of responsible clerical purchasing experience preferably within a public agency.
Conditions of Employment:
The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.
Work is performed primarily in a standard office setting. Subject to noise from office equipment operation; frequent interruptions and contact in person and on the telephone with academic and classified staff and others. At least minimal environmental controls are in place to assure health and comfort.
Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; and to verbally communicate to exchange information. Vision: See in the normal visual range with or without correction. Hearing: Hear in the normal audio range with or without correction.
Additional Position Information:
METHOD OF APPLICATION: Complete and submit an application online at http://jobs.socccd.edu login page. INCOMPLETE applications will not be considered.
ALL SECTIONS of the application must be completed do not state “see resume” and do not leave any blanks.
1. List relevant experience in order beginning with the most recent.
2. Specify assignment details for each job listed.
3. Provide a minimum of three (3) professional references from either your current supervisor, previous supervisors, or colleagues and coworkers who can address your professional competency and practical skills.
4. Please complete all required supplemental questions.
5. Submission of a resume and cover letter is required.
All submitted materials become the property of the South Orange County Community College District and will not be returned, will not be copied, and will be considered for this position only. Applicant bears the sole responsibility for ensuring the application is complete when submitted. Any supporting application materials must reference the job opening ID number. “Please do not add photographs or confidential data (e.g. social security number, birth date, etc.) to your application package
DEADLINE FOR APPLICATION: Application must be posted to the position and materials must be received by the specified closing date. Applications and supporting documents received after the closing deadline will not be accepted. Applications submitted via fax or email will not be accepted.
NOTICE TO ALL CANDIDATES FOR EMPLOYMENT: The Immigration Reform and Control Act of 1986, Public Law 99-603, requires that employers obtain documentation from every new employee which authorizes that individual to accept employment in this country
PLEASE NOTE: This position is under the California Public Employees Retirement System (CalPERS). Anyone retired from CalPERS accepting employment with this District will be required to reinstate as an active member of CalPERS. Please contact CalPERS for additional information on reinstatement to an active member. Additionally, any active member of California State Teachers Retirement System (CalSTRS), who accepts employment with this District to perform service that requires membership in the CalPERS, is eligible to elect to continue retirement system coverage under CalSTRS.
Duties and Responsibilities
Process purchase requisitions and issue purchase orders for a variety of equipment, supplies, materials and services at the most advantageous prices and terms.
Review purchase requisitions for accuracy and completeness; ensure proper authorization and supporting documentation; ensure compliance with applicable state laws, rules, regulations, and procedures; order commodities form state approved suppliers and contractors as required by law.
Prepare and mail competitive bid packages; receive, open, tabulate, review and analyze bids; recommend acquisition of materials, equipment, services, and supplies; ensure competitiveness of bidding process.
Draft specifications for materials, equipment, services and supplies to be obtained; maintain appropriate records on computerized system.
Process all printing supply and stationery requisitions; serve as a liaison between printing vendors and the departments in obtaining samples, specifications and proof approval for each individual order.
Review contracts and purchase orders; maintain contact and negotiate with vendors; keep informed of market conditions and new products; evaluate vendor performance.
Process online internet orders as assigned; order, confirm, and request pre-payment for items to be received in a “Paid in Advance” status to meet departmental deadlines; note special instructions on requisitions and orders so they can be processed in a timely manner; ensure compliance with state laws and district policies.
Receive requisition or verbal notification for equipment repair; contact vendor for repairs; schedule appropriate vendor; obtain proper authorization and supporting documentation; reconcile invoice upon completion of repair; forward invoice for payment.
Coordinate travel arrangements for personnel; ensure timely payments for conference registration, hotel and airfare; obtain proper authorization and supporting documentation; maintain travel and expenditures log.
Prepare purchase orders and other necessary documents related to the purchase of supplies and materials.
Confer with department representatives to determine purchasing needs, specifications and area of standardization.
Process claims with vendors for damaged materials; monitor invoices for accuracy; obtain credits where appropriate.
Compile all maintenance contracts throughout the year; prepare spreadsheet for efficiently contacting vendors for repairs as needed; prepare clear and concise reports.
Reconcile monthly statements from vendors; confer with vendors regarding purchase orders, invoices, and payments.
Respond to vendor and staff inquiries in a courteous manner; provide information within the area of assignment; resolve complaints in an efficient and timely manner.
As assigned, train other department staff on the use of the purchasing system including purchasing procedures, input of requisitions into the system, and tracking of requisitions and payment dates.
Perform related duties as required.
At the South Orange County Community College District, our goal as an academic community is to sustain a working environment that fosters and celebrates diversity, promotes and rewards excellence, and is welcoming to all. An exemplary academic community promotes an inclusive environment that best prepares our faculty, staff, and students to live, work, and contribute in a global society. The Plan reflects the District's commitment to equal employment opportunity and outlines the active steps that ensure nondiscriminatory practices.