Director of Procurement, Contracts and Logistics
This is a Promotional and Open Competitive Recruitment, which will result in two eligibility lists.
DIRECTOR OF PROCUREMENT, CONTRACTS & LOGISTICS
WELCOME TO SANTA MONICA COLLEGE! Under general direction of the Chief Director of Business Services, the position in this classification plans, directs, administers and manages a variety of centralized business services functions, including the District's procurement, contract administration, asset management, District warehouse, receiving, and mailroom operations, to ensure that products and services are acquired, distributed and retained efficiently and in compliance with District policies and Federal, State and Local laws and regulations. This position is scheduled to work 40 hours per week, 12 months per year at the Santa Monica College District Offices.
Why Work at SMC?
At SMC, you will work beside a diverse group of individuals who leverage their combined talents and passions to accomplish something great. No matter what department you are in, or what job you have, your contributions will be critical to helping our students fulfill their dreams - landing that new job, or breaking through the cycle of poverty.
Some details about us:
- We are currently the number one transfer college to UCLA, USC, the University of California system, and Loyola Marymount University
- We are committed to sustainable practices and are accessible via environmentally-friendly transportation options, including the Expo Line and Big Blue Bus.
- We are one of the select community colleges in California approved to award a Bachelor's degree. SMC currently awards a Bachelor's degree in Interaction Design.
We value our employees as individuals and recognize the value of work-life balance, the health of you and your family, and professional development. We offer a variety of benefits and perks to support new members of our management team, including:
- 16 paid holidays
- 24 paid vacation days
- 12 paid illness days
- Fully paid medical, dental, and vision-care coverage (including eligible dependents)
- Membership in the California Public Employee Retirement System (CALPERS)
- 5% increase in base pay for every 5 years worked with SMC, up to 35 years of service.
- Free access to the Employee Assistance Program (EASE).
- Free Big Blue Bus access and monthly incentives for eligible employees through the Sustainable Transportation Incentive Program
New Employees: Generally, new employees start at the first step on the salary schedule. A new permanent classified employee may request a higher salary placement (not to exceed the third step) based on recruitment issues and/or additional training and experience which greatly exceeds the minimum requirements.
Current Employees: Upon promotion, the new salary for a current, permanent employee is based on Merit Rule 12.2.8. In accordance with this rule, employees are entitled to at least a one-step (5%) salary increase, and may be eligible for advanced step placement in accordance with established criteria.
**Important Note:** In response to an unanticipated budget shortfall resulting from COVID-19, temporary furloughs have been implemented at Santa Monica College. The working hours of this position will be reduced by two (2) working days per month through June 202 1 (unless terminated earlier or extended). Please note that the monthly and annual salaries listed on this job bulletin do not reflect these furlough days.
What You Will Bring to the College
Our ideal candidate will possess a comprehensive understanding of Federal, State, and Local laws governing the procurement of goods and services in a public agency, and highly responsible professional and supervisory experience overseeing a wide-range of services related to full-cycle procurement and contract administration for a large public agency, preferably within California. The ideal candidate will be an experienced leader with the ability to motivate others and manage performance to help employees reach their full potential while accomplishing organizational goals. Experience overseeing mail services, warehouse operations, fixed asset management, and technology enhancement initiatives is also desirable. The ideal candidate will have demonstrated experience forging and leveraging interpersonal relationships to advance department objectives and ensure compliance with established laws, policies and procedures while providing outstanding customer service. The candidate will be an effective negotiator and have prior experience managing and advancing large-scale procurement projects to completion. Experience with sustainable procurement, including planning, implementation and evaluation of sustainable procurement initiatives, is preferred .
About the Selection Process
The selection process tentatively consists of a Qualifications Appraisal Interview with Technical Project (weighted 100%), possibly preceded by a Training and Experience Evaluation - Scored Questionnaire (pass/fail). The Training and Experience Evaluation - Scored Questionnaire will consist of a structured evaluation of experience and training, based on your online application and responses to the supplemental questions included in your online application. This process is intended to assess your qualifications above and beyond the minimum requirements for the job . Only the top qualified applicants whose backgrounds best match the requirements of this position will be invited to move forward to the Qualifications Appraisal Interview.
Prior to completing your Training and Experience Evaluation-Scored Questionnaire, please review our Tips for Completing a Training & Experience Evaluation (Download PDF reader) to learn more about this process.
Candidates must be successful on all test parts to be placed on the eligibility list. Two separate eligibility lists will be created from this recruitment: one for promotional candidates and one for external candidates. The promotional list will be used first, and must be exhausted before we can hire external candidates to fill vacant positions. The eligibility lists created from this recruitment will be used to fill any vacancies that occur during the one year life of the eligibility lists, including temporary and permanent positions.
For more information about our selection process, please visit our FAQ page and click on 'Job Applicants'.
Santa Monica College reserves the right to modify the stated test parts and weights prior to the administration of any test.
Communication for this recruitment will be via e-mail. You must check your e-mail on a regular basis to be informed of your status for this recruitment.
The Santa Monica Community College District is committed to the principles of equal employment opportunity. All qualified applicants for employment, as well as District employees, shall have full and equal access to employment opportunity. No person shall be subjected to unlawful discrimination in any program or activity of the District. The District's Board Policy 3120 (Equal Employment Opportunity and Nondiscrimination in Employment) may be accessed at: http://bit.ly/smc-hr-bp3120 .
'Santa Monica College encourages candidates that are equity-minded to apply. SMC is a minority-serving, Hispanic-serving institution. We actively seek to attract candidates from minority groups that value equity, diversity, and inclusion. Equity, diversity, and inclusion are built into the culture at SMC, and are an essential component of the work that we do. SMC is committed to racial and socioeconomic diversity as it is a reflection of our student population and we strive to hire candidates that share this commitment.'
Examples of Duties
Provides technical leadership and strategic direction for the District's centralized procurement, negotiation and contract bidding processes in all acquisition of goods and services purchased with District and special funds; provides purchasing services for Auxiliary Services using Auxiliary funds; negotiates terms, conditions and acquisition of all equipment, materials and services acquires through the purchasing department.
Recommends, establishes, implements, interprets, and explains, procurement, contract administration, asset management, warehouse, receiving, and mailroom policies and procedures in response to changing business conditions.
Ensures compliance with procurement and contracting provisions, requests for proposal process, regulations, policies, and procedures; administers PCARD programs and other credit card programs; provides technical guidance to District staff and assigned committees on large procurement and highly specialized requests for proposals.
Provides District-wide training in assigned functions and ensures compliance with relevant state codes, federal regulations, Board policies and District procedures; stays abreast of government legislation affecting procedures, standards, innovations and trends in areas of responsibility.
Selects, trains, and evaluates department personnel in accordance with established District procedures; directs staff to assure goals, objectives and standards of the District are met.
Prepares and authorizes, bids, agreements and award reports for presentation to senior staff and the Board of Trustees; processes Board of Trustee documents and facilitates the disposal of surplus property.
Conducts and oversees bid submission and opening processes; manages preparation of clear bid specification, bid packaging, scheduling, bid openings and award recommendations; seeks bids let by other public agencies allowing the District to 'piggy-back' purchases; plan, administer and schedules buying activities to ensure efficient, ethical and legal standards.
Manages, authorizes and administers the purchase orders processing; signs and executes highly complex and comprehensive contracts and agreements; formulates, reviews and processes District service contracts and warranties; researches contract processing issues through legal counsel.
Develops and implements a comprehensive vendor diversity program; assures compliance with the reporting requirements are met for diversity initiatives; maintains effective vendor relationships to assure that all companies are treated fairly and have equal opportunity to do business with the District.
Establishes, implements and evaluates related systems to track orders, inventory, parcels, bid summaries, contract spend, insurance certificates, and other related statistical information; recommends upgrades to technology as necessary.
Develops, prepares, recommends, monitors and administers budgets corresponding to assigned functions.
Manages vendor performance; analyzes, investigates, and recommends resolutions to vendor protests, claims, and disputes; interviews vendor sales representatives; resolves problems arising from unfulfilled contractual agreements, unsatisfactory production or services; advises vendors on District policies and procedures.
Requests current Worker's Compensation Insurance coverage for contracts involving work on campus by outside personnel.
Researches, writes and presents reports as directed and needed.
Recommends, evaluates and implements appropriate innovative approaches and technology in
the delivery of services and programs to support the mission and goals of the College.
Represents the District at a variety of meetings, committees and conferences.
Performs other related duties as requested or assigned.
Examples of essential duties are descriptive and not restrictive in nature, and are generally listed in descending order of importance.
Bachelor's degree in Business or Public Administration, Accounting, Finance, Ecommerce, or a closely related field from an accredited college or university.
Experience Requirement (Subject to Personnel Commission Approval):
Five (5) years of management or administrative experience in purchasing and public contracts, including at least two (2) years of supervisory experience. Experience managing, organizing, implementing and supervising a comprehensive public education purchasing, contract administration, fixed asset management and logistics program to include warehouse distribution, mail services and inventory controls is highly desirable.
Education/Experience Equivalency: (Subject to Personnel Commission Approval)
Experience and/or education of the same kind, level and amount as required in the minimum qualifications may be substituted on a year-for-year basis.
Licensure and/or Certification:
Certified Purchasing Manager (CPM) certification or equivalent preferred.
For more information about our selection process, please visit our FAQ page and click on 'Job Applicants'.
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