Assistant Director of Procurement and Contract Services

Performs complex analytical duties and leadership for the District related to procurement contracts, shipping, receiving, warehouse, disposal of surplus property, mailroom, inventory of fixed assets, records retention program and minority vendor program. Responsible for the preparation of specifications for both informal and formal bidding including all construction projects and various supplies and services for the District. Assure compliance with legal codes, laws, and District policies.

SUPERVISION RECEIVED AND EXERCISED:

Receives general direction from the Director of Procurement, Contracts and AuxiliaryServices. Incumbent works within a broad framework of compliance standard proceduresand objectives. Incumbent frequently interacts independently with administration, staff, regulatory agencies, and the public. Incumbents in this classification assign, coordinate, supervise, and evaluate the work of their direct reports.

RESPONSIBILITIES AND DUTIES:

1. Assist with the development and preparation of the annual budget for the procurement and contract services department; analyze and review budget and projections, financial data; controls and authorizes expenditures in accordance with established guidelines.
2. Responsible for the day to day operational functions of the procurement and contract services department. Interviews, supervises, trains, and evaluates performance of staff.
3. Leads review of agreements, contracts, memorandums of understanding and other related documents to determine risk and liability exposure, ensuring compliance with all applicable federal and states rules and regulations, California general statutes, uniform guidance, and California Community College Chancellors Office.
4. Recommends standard contract clauses for use in agreements, contracts, and memorandums of understanding, solicitations and purchase orders to minimize risk and liability exposure to the District.
5. Contribute and present solutions for development and implementation of process improvement, cost efficiencies, policies and procedures within procurement and contract services. Including initiatives for improvements of training of District staff.
6. Provides District staff with professional and technical expertise and advice on compliantly procuring goods and services including, request for proposals, bid strategy development, supplier negotiations, and contract development.
7. Collaborates in the preparation of specifications, formal and informal bids, proposals and quotations, to include review and analysis of bids received.
8. May coordinate and conduct the formal bid process for construction projects as needed.
9. Oversees the preparation of advertisement to selected vendors, and the awarding of Requests for Proposal for services, materials and equipment. Reviews and assembles scope of work as needed.
10. Oversees and develops procurement and contract services training, the electronic procurement system and procurement card administration.
11. Assists, as needed, with the selection process of design professional services and construction firms.
12. Co-develops the yearly fiscal year timeline for purchases that must be processed, received and paid by the end of each fiscal year.
13. Meets with the supplier community regularly to identify new sources for services and supplies to support District initiatives.
14. Leads staff to obtain quotes, reviews and processes purchase orders, to ensure compliance.
15. Assists in the preparation of procurement and contract services reports required to be submitted to the Board of Trustees for approval.
16. Responsible for establishing and maintaining a procedure regarding storage of new and surplus equipment, supplies, records and reports related to the procurement and contract services area.
17. Attends and conducts a variety of meetings as needed; participates in assigned committees; attends workshops, conferences and training sessions as assigned.
18. Performs other related functions as assigned.

Knowledge of:

• Considerable knowledge of modern principles and practices of procurement, contracts, warehousing, property control, shipping, receiving and records retention.
• Effective management and supervisory principles and practices
• Computerized procurement, contracts, shipping, receiving and fixed asset systems. Enterprise Resource Planning software systems, computer and software applications
• Sources of commodity markets
• Education Code, Public Contract, Government Code, Labor Code and other applicable laws.
• Material handling
• Bid processing for procurement and construction
• Basic accounting
• Principles and practices of budget preparation and administration.

Ability to:

• Plan and schedule procurement activities for greatest efficiency and service
• Perform complex procurement and contracts functions
• Supervise and direct the work of assigned staff to achieve the goals of the procurement and contracts function
• Maintain accurate procurement and contract services department records
• Interpret and explain procurement and contract services departmental policies and procedures
• Utilize Enterprise Resource Planning software
• Select appropriate service providers to meet District needs
• Interpret market prices and trends
• Prepare and maintain accurate and complete records and reports
• Plan and supervise the work of others
• Meet schedules and timelines
• Maintain confidentiality
• Communicate effectively both orally and in writing
• Demonstrate sensitivity to and understanding of the diverse academic, socioeconomic, cultural, linguistic, ethnic backgrounds and disabilities of community college students and staff.
• Support the District in achieving its mission, vision, and strategic goals as appropriate in carrying out the duties of this position;
• Focus on student success, service excellence, and willingness to assist colleagues District-wide, as needed

Education and Experience Requirements:

Education:

Bachelor’s degree from an accredited college or university with course work in a business administration or related field.

Experience:

Four (4) years of experience in procurement, contracts or closely related field including three (3) years of management or leadership experience.