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Purchasing Specialist

Cabrillo College
California, United States
Salary Not Specified
Closing date
Aug 4, 2021

View more

Position Type
Administrative, Business & Administrative Affairs, Business & Administrative Support, Financial Affairs
Employment Type
Full Time
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Job Details

Employment Opportunity

Are you interested in creating an amazing educational environment for students who are part of an equity driven community? Staff at Cabrillo College support quality programs and services to students that promote their diverse and evolving needs as they progress toward their individual educational goals. Come join us in our vision to improve the world, one student at a time!

This full-time (100%, 40 hours per week), 12 months per year, Purchasing Specialist position assists in the procurement of goods and services and in tasks supporting the purchasing function, and performs related duties as required or assigned.

The ideal candidate will share Cabrillo's commitment to educating its racially and socioeconomically diverse student population. Cabrillo College serves approximately 11,400 students per term, of which 44% are LatinX, 5% multi-ethnic, 2.75% Asian, 1.25% African-American, 1% Filipino, 0.25% American Indian or Alaskan Native, and 0.18% Pacific Islander as of Fall 2019. In 2006, Cabrillo College was designated a Hispanic-Serving Institution, reflecting the great responsibility that the College has to the educational attainment and economic well-being of the surrounding community.

As a classified staff member at Cabrillo College, you will join a vibrant community of professionals and educators working together to provide a positive educational environment where our students experience diverse academic and cultural perspectives.

Examples of Duties

  • Performs purchasing office support work, which may require the exercise of judgment, the application of specialized skills and knowledge of detailed or specialized activities related to purchasing
  • Provides information regarding District purchasing that requires the use of judgment and the interpretation of laws, rules, policies and procedures
  • Reviews requisitions
  • Sets up and enters purchase orders, blanket purchase orders, change orders
  • Resolves year-end purchase orders
  • Assists in preparing and writing quotes and bids
  • Assist in bid openings and recaps
  • Uses computer to set up vendor information and receive materials not received in the warehouse
  • Prepares correspondence, reports, forms and specialized documents from drafts, notes or brief instruction
  • Prepares and follow up on W-9 forms
  • Assists in the follow-up and expediting of purchase orders to ensure timely delivery
  • Ensures merchandise is received and paid correctly
  • Works with vendors and suppliers regarding product, price and availability
  • Tracks and maintains copier usage, maintenance agreements and software licenses
  • Works with vendors, suppliers and staff to resolve billing and delivery problems
  • Assists in preparing and monitoring budget
  • Prepares periodic and special reports which may assist in evaluating alternatives and past results
  • Assists in tracking District fixed assets
  • Performs related duties as required or assigned

Minimum Qualifications

Education and Experience:

A typical way of gaining the knowledge and skill for this position is:

  • Understanding of, and sensitivity to, the diverse academic, socio-economic, ethnic, religious, and cultural backgrounds, disability, and sexual orientation, of community college students, faculty and staff, AND
  • Equivalent to graduation from high school AND
  • Two (2) years of purchasing or accounting department support experience which has involved purchasing, stores inventory control, preparation of purchase orders, or processing of requisitions.

Knowledge of :

  • Methods and procedures used in purchasing and controlling inventory of supplies and equipment commonly acquired for a community college
  • Office practices and procedures, including filing and the operation of standard office equipment
  • Techniques of dealing with the public, in person and on the telephone
  • Basic business data processing principles and the use of word processing, spreadsheet, or personal computing equipment and appropriate software
  • Correct English usage, including spelling, grammar and punctuation
  • Business mathematics, including percentages and decimals

Skill in :

  • Effectively assisting in the purchase of a variety of equipment and supplies
  • Reading, interpreting and applying laws, rules, policies and procedures
  • Performing specialized and complex office support work
  • Operating standard office equipment, including a word processor, personal or on-line computer, calculator and copier
  • Establishing and maintaining effective working relationships with those contacted in the course of the work
  • Ability to type or operate a keyboard with sufficient speed and accuracy to enter data and produce finished documents
  • Understand and follow oral and written directions
  • Communicating effectively both orally and in writing

Desirable Qualifications :

  • Knowledge of fixed asset inventory and tracking
  • Knowledge of government purchasing principles, laws, rules and regulations
  • Experience using a large purchasing/accounting system
  • Some college level course work in business is desirable

Additional Information

Starting Salary Range: $4,104 to $4,524 per month (beginning September 1, 2021 and retroactive to July 1, 2021) per month; maximum initial salary step placement on the classified salary schedule is step 3.

Full-time (100%, 40 hours per week) assignment, 12 months per year. Monday through Friday, 8:00 a.m. – 5:00 p.m. with evenings and weekends as required. Position scheduled to begin as soon as possible, pending continued categorical funding and Governing Board ratification. Salary is subject to proration based on beginning date of assignment.

Benefits: Our comprehensive benefits package includes medical, dental, life, short and long term, and vision (optional) insurance provided at a share of cost on a pretax basis, CalPERS Retirement and an Employee Assistance Program. Please see the Benefits link on the HR webpage for more information.

Application Process:
  1. Completed application
  2. Resume
  3. Answer Supplemental Questions

Attaching college transcripts is desirable.
Please Note : All application materials must be received by 11:59 pm on the closing date indicated above.

Attention Applicants
Only completed applications with the above required documents will be reviewed by the committee. Application materials not required (including reference letters) for this position will not be reviewed. Remove personally identifiable information such as personal photos, social security number, birth date, age, and gender from your application materials. Expenses related to the recruitment process are the responsibility of the applicant. Cabrillo is unable to sponsor work visas. A position eligibility pool may be established in order to fill other full-time, part-time, or substitute assignments as needs arise.

Selection Procedure
A search committee will review and invite applicants for an interview. Meeting the posted requirements does not guarantee an interview. A written performance exercise and/or presentation may be a part of the interview, and finalists may be invited to return for a second interview. All notifications will be via email, and can also be accessed through your application profile.

Conditions of Employment
Selected candidates given a conditional offer of employment are required to submit tuberculosis screening clearance results, proof of eligibility to work in the United States, and present their Social Security card upon hire (for payroll purposes).

EEO Statement
Cabrillo College is an equal opportunity employer and actively seeks a diverse pool of qualified applicants. The policy of the College is to encourage applications from all persons. No person shall be denied employment because of ethnicity or race, color, sex or gender, gender identity, gender expression, age, religion, marital status, disability, sexual orientation, national origin, medical conditions, status or protected veteran status.

Persons with disabilities who require reasonable accommodation to complete the employment process must notify Human Resources at

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