Purchasing and Risk Management Assistant

Purchasing and Risk Management Assistant

Southwestern College

Work Site: 900 Otay Lakes Road, Chula Vista, CA 91910

Department: Procurement, Central Services & Risk Management

District Values
Incumbents in District positions are expected to exhibit an equity-minded focus, responsiveness, and sensitivity to and understanding of the diverse academic, socioeconomic, cultural, gender identity, sexual orientation, and ethnic backgrounds of community college students, and employees, including those with physical or learning disabilities, and successfully foster and support an inclusive educational and employment environment.


Responsibilities:
Under general supervision of the Director of Procurement, Central Services & Risk Management, performs a variety of office support and clerical duties of a general or specialized nature in support of the Office of Procurement, Central Services & Risk Management, the Director of Procurement, Central Services, and Risk Management, and other staff; process and input requisitions and other related information into the procurement system; maintains a variety of files and records; and ensures compliance with District policies and applicable laws.

REPRESENTATIVE DUTIES:
1. Input requisition data into the purchasing system; generate and distribute purchase orders according to established guidelines.
2. Provide direct support to the District Buyers, department coordinators, and the Director of Procurement, Central Services & Risk Management; solicit quotes and information regarding product availability; conduct follow-up on outstanding orders as needed.
3. Receive and distribute requisition documentation to District Buyers, department coordinators, and the Director of Procurement, Central Services & Risk Management; research information for departments related to requisitions and purchase orders as assigned.
4. Assist warehouse staff with fixed asset and surplus inventory, including inventory records, input new items and changes, and organize records to ensure proper status.
5. Utilize the District's Risk Management System to maintain safety training records to ensure compliance with safety standards.
6. Provide access to safety training modules to all new and current employees in accordance with State of California law.
7. Type, word process, and proofread a variety of documents and forms including memorandums, general correspondence, reports, bids, documents, and other materials from verbal instruction, rough draft, copy or notes.
8. Assist with surplus property sale and disposal; compile property listing and prepare for Board approval.
9. Perform related duties and responsibilities as required.


Knowledge and Abilities:
MUST HAVE KNOWLEDGE OF:
Office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases.
Basic methods, practices, and techniques used in purchasing, safety, and risk management.
Principles, practices, and procedures of basic fiscal, statistical, and administrative record keeping.
Basic principles of business letter writing and basic report preparation.
Principles and practices used to establish and maintain files and information retrieval systems.
Basic mathematical concepts.
Work organization principles and practices.
English usage, grammar, spelling, punctuation, and vocabulary.
Interpersonal skills using tact, patience, and courtesy.
Oral and written communications skills.

MUST HAVE ABILITY TO:
Learn and understand the organization and operation of assigned program area as necessary to assume assigned responsibilities.
Learn, understand, interpret, and apply general administrative and office policies and procedures.
Perform a variety of office support and clerical duties and activities of a general and specialized involving independent judgment in the interpretation, application, or modification of existing procedures within well-defined guidelines.
Respond to requests and inquiries; effectively present information in person or on the telephone.
Operate office equipment including computers and supporting word processing, spreadsheet, and database applications.
Type or enter data at a speed necessary for successful job performance.
Compile and organize data and information.
Maintain filing systems.
Exercise good judgment in maintaining information, records, and reports.
Make arithmetic calculations quickly and accurately.
Plan and organize work to meet schedules and changing deadlines.
Adapt to changing technologies and learn functionality of new equipment and systems.
Use sound judgment in recognizing scope of authority.
Work under steady pressure with frequent interruptions and a high degree of public contact by phone or in person.
Work with and exhibit sensitivity to and understanding of the diverse racial, ethnic, disabled, sexual orientation, and cultural 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:
Any combination equivalent to: graduation from high school
AND
Two (2) years of general clerical and typing experience including one (1) year in a purchasing or business office.


Minimum Qualifications: (Faculty and Academic Administrator Positions Only)


Desirable Qualifications:


Salary
Range 15, Steps 1-7, $3,671.12-$4,644.12. Initial placement for external applicants is Step 1. An excellent benefits package which includes medical, vision, dental, retirement, vacation, and generous sick leave package.

Start Date

As soon as the successful candidate is identified and following the subsequent governing board approval.

Screening Deadline
All application materials must be received on-line at https://jobs.swccd.edu. Position is open until filled. Applications received by the first screening deadline of 11:59 p.m. on Friday, October 9, 2020 are guaranteed to be reviewed by the selection committee. Any application received after the deadline is not guaranteed a review.

Work Schedule:
Monday-Friday: 7:30 a.m. - 4:30 p.m. (Approximately). Work schedule may be adjusted to meet the needs of the department. Successful candidate may be assigned to any of the campus sites (Chula Vista, National City, Otay Mesa, and/or San Ysidro).

Additional Information:
We regret we are unable to accept faxed, e-mailed, mailed, or hand delivered application materials. Only complete application materials submitted through SWC online system will be accepted. To complete and submit your application for this position, please visit our online employment website at https://jobs.swccd.edu. All required information must be submitted online before the review date and time indicated on the job posting.

A confirmation number will be assigned if your application packet has been successfully submitted. Assistance with the online application process is available through the Human Resources Office at 900 Otay Lakes Road, Chula Vista, CA 91910; telephone: (619) 482-6395 or e-mail to employment@swccd.edu.

It is the sole responsibility of the applicant to ensure that all application materials are received by the review deadline date. A separate, complete application packet is required for each position for which you are applying for. All materials included in your application packet become District property, will not be returned, will not be copied, and will be considered for this opening only.

Candidates selected for employment with Southwestern Community College District must be fingerprinted by an electronic fingerprinting service (i.e. LiveScan) within 10 days of employment; provide clearance of tuberculosis (dated within the past 4 years and renewed every four years as a condition of continued employment) within 60 days of employment; provide proof of eligibility to work in the United States.

In addition to the above, for Faculty/Administrator positions (only), successful candidate must submit official (sealed) college transcripts confirming date degree conferred and/or a valid CA Community College Credential.

Reasonable accommodations will be provided to candidates with verified disabilities. Accommodation requests should be made at the time the interview appointment is scheduled.

As an Equal Opportunity Employer and in compliance with the Americans with Disabilities Act, Southwestern Community College District will make reasonable accommodations for individuals with disabilities.

The Southwestern Community College District shall not discriminate against any person in employment or in any program affiliated with the District on the basis of age, ancestry, color, ethnic group identification, national origin, religion, race, sex, sexual orientation, physical or mental disability, veteran status, or on the basis of these perceived characteristics, or based on association with a person or group with one or more of these actual or perceived characteristics.

Notice of Availability of the Annual Security Report - Southwestern College is committed to assisting all members of the community in providing for their own safety and security. The Annual Security Report is available on the SWCPD website at http://www.swccd.edu/modules/showdocument.aspx?documentid=21116.

If you would like to receive a hard copy of the Annual Security Report which contains this information, you can stop by the SWC Police Department or you can request that a copy be mailed to you by calling (619) 482-6390.

The report contains information regarding campus security and personal safety including topics such as: crime prevention; public safety authority; crime reporting policies; programs to prevent dating violence, domestic violence, sexual assault, and stalking; the procedures the College will follow when one of these crimes is reported; and other matters of importance related to security on campus. The report also contains information about crime statistics for the three most recent calendar years concerning reported crimes that occurred on campus; in certain off-campus buildings or property owned or controlled by the College or a recognized student organization; and on public property within, or immediately adjacent to and accessible from the campus.

This information is required by law and is provided by the SWC Police Department.

Drug and Alcohol Abuse Prevention Plan (DAAPP) - More information about the DAAPP, including the Drug Free Environment and Drug Prevention Program Policy and Procedure and Biennial report can be found in the Health and Safety Section of the campus Consumer Information page ( http://www.swccd.edu/index.aspx?page=1084)


To apply, visit: https://jobs.swccd.edu/postings/3232





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