Purchasing Specialist

Purchasing Specialist

Ventura County Community College District


Salary: $5,367.00 - $7,396.00 Monthly

Job Type: Classified

Job Number: 2022-02563c

Location: Districtwide (Ventura County CA), CA

Department: Districtwide

Closing: 6/5/2023 11:59 PM Pacific

Description

WHAT YOU'LL DO

Under the direction of the Director of Procurement and Contract Services or a higher level administrator, perform a variety of complex technical and analytical duties related to the acquisition and review of supplies, equipment, professional services, and contracts.
There is currently one Full-Time (40hrs/week, 12 mos/year) vacancy located at the District Administrative Center.

WHERE YOU'LL WORK
The District Administrative Center, centrally located in Camarillo, oversees administrative functions, and provides leadership and services to the three colleges in support of VCCCD's mission.

WHO WE ARE

Equity, diversity, and inclusion are essential to our culture and the work that we do within the Ventura County Community College District (VCCCD). The VCCCD is a public community college district serving residents throughout Ventura County. The VCCCD's three colleges - Moorpark College, Oxnard College, and Ventura College - offer programs for transfer to four-year colleges and universities; career technical training; basic skills instruction; as well as community service, economic development, and continuing education for cultural growth, life enrichment, and skills improvement. The Ventura County Community College District recognizes that a diverse community of faculty, staff, and administrators promote academic excellence. This creates an inclusive educational and work environment for its students, employees, and the community it serves. With the understanding that a diverse community fosters multi-cultural awareness, promotes mutual understanding and respect, and provides role models for all students, the VCCCD is committed to recruiting and employing a diverse and committed group of faculty, staff, and administrators who are dedicated to the success of all college students.

We encourage candidates who are equity-minded to submit an application for employment. We are designated Hispanic-Serving Institutions committed to racial and socio-economic diversity as it reflects our communities and student populations. We actively seek to attract candidates who share this commitment to equity, diversity, and inclusion.

The Ventura County Community College District does not engage in any employment practice that discriminates against any employee or applicant for employment on the basis of ethnic group identification, race, color, language, accent, immigration status, ancestry, national origin, political beliefs, age, gender, sex, religion, transgender, sexual orientation, marital status, veteran status, and/or physical or mental disability.

SALARY PLACEMENT
New Employees: Generally, new employees are placed on the first step of the appropriate range of the salary schedule.

Current Employees: An employee who is promoted will be placed on the salary step of the new range of the appropriate salary schedule that provides a minimum increase comparable to a one-step increase in salary.

New and current employees may be eligible for advanced step placement as outlined in Section 290 - SALARY PLAN in the Rules of the Personnel Commission for Classified Employees. (Download PDF reader)

Note: On July 1, 2023, this position will be receiving a 4% salary increase making the new salary range $66,980.16 - $92,302 annually.

This recruitment is being conducted to establish a list of eligible candidates that will be used to fill district-wide, current and upcoming, temporary and regular vacancies for the duration of the list, not to exceed one year.

Representative Duties

Review, develop, and clarify technical specifications for Requests for Proposals (RFPs), Invitations for Bids (IFBs), Requests for Qualifications (RFQ), and other contract related activities in order to ensure compliance with applicable state laws, rules, regulations and procedures. E

Order materials, supplies and equipment; prepare and develop formal and informal bid specifications for supplies, equipment, scheduled maintenance projects, and public works projects to ensure compliance with state and federal regulations. E

Analyze terms and conditions of bids and evaluate the merit of bids; ensure competitiveness of the bidding process. E

Select vendors with whom to conduct business based upon most favorable prices, quality, quantity, and delivery; monitor compliance with specifications, bid conditions, and other factors utilizing formal bid procedures and other methods. E

Review and process contracts, agreements, memorandums of understanding, and other documents while ensuring compliance with state and federal regulations and District policies and procedures. E

Negotiate prices for goods and services by verbal and written quotations. E

Schedule, conduct, and lead pre-bid and pre-proposal meetings and job walks with administrators, contractors, and other interested parties to clarify project parameters and coordinate technical specifications during the RFP and bid process. E

Evaluate and determine purchasing needs for departments; provide technical expertise to college staff and administrators in determining specifications for quotes and bids; train and counsel staff regarding purchasing operations, procedures, policies and related use of the District's automated finance system. E

Provide guidance and work direction to Purchasing Assistants and other lower level technical and support staff within the Purchasing Department; review work to ensure accuracy, completeness, and conformity with established policies and procedures. E

Work with vendors, warehouse staff, and departmental staff to coordinate inventory, shipping and delivery functions, and resolve related discrepancies. E

Participate in state-wide committees and purchasing groups. E

Meet with vendors to view product demonstrations; evaluate products and advise vendors of the District's acceptance or rejection. E

Prepare and compose Board of Trustees agenda items, develop and analyze reports and spreadsheets for bids and contracts. E

Prepare, encumber, and approve purchase orders for preapproved amounts authorized by the District. E

Coordinate and maintain the District's fixed asset system, including surplus/disposal of property and acceptance of donations/gifts. E

May conduct space planning duties and coordinate furnishing during new construction or remodeling of facilities. E

Work collaboratively and professionally with faculty, staff, students, and stakeholders from diverse academic, socioeconomic, cultural, disability, gender identity, and ethnic communities. E

Demonstrate cultural humility, sensitivity, and equity-mindedness in working with individuals from diverse communities; model inclusive behaviors; and achieve equity in assignment-related outcomes. E

Perform related duties as assigned.

E = Essential duties

Minimum Qualifications

Graduation from high school or its equivalent AND four years of procurement or purchasing experience, including experience in one or more of the following: contract administration, development and evaluation of quotes and bids, vendor selection, buying items for recurring use, and inventory control. Experience in a public agency is preferred but not required.

OR

Two years of college with coursework in business or public administration, economics, or a related field AND three years of procurement or purchasing experience, including experience in one or more of the following: contract administration, development and evaluation of quotes and bids, vendor selection, buying items for recurring use, and inventory control. Experience in a public agency is preferred but not required.

OR

A bachelor's degree in business or public administration, economics, or a related field AND two years of procurement or purchasing experience, including experience in one or more of the following: contract administration, development and evaluation of quotes and bids, vendor selection, buying items for recurring use, and inventory control. Experience in a public agency is preferred but not required.

Supplemental Information
EXAMINATION AND SELECTION PROCESS:

This is an examination open to the public and current district employees seeking a promotional opportunity. To ensure consideration, please submit your application materials by 6/5/2023.

The examination process may consist of any of the following components:

A) Written/Performance Test = Qualifying (pass/fail)
B) Technical Interview = 100% weighting on final score


Applicants must meet minimum qualifications stated by the filing deadline in order to move forward in the testing process. Those candidates who meet the minimum qualifications will be invited to the written/performance test. The eight (8) candidates with the highest passing scores on the written/performance test will be invited to the technical interview.

WRITTEN/PERFORMANCE TEST DATE RANGE AND LOCATION:
Date Range: 6/6/2023 - 6/12/2023
Location: All candidates who meet the minimum qualifications will be emailed a link to the test on Tuesday, June 6, 2023 and will have until 11:59pm on Monday, June 12, 2023 to complete the test. In order to participate in the written/performance test, you must have access to a computer and a reliable connection to the internet.

TECHNICAL INTERVIEW DATE RANGE AND LOCATION:
Date Range: 6/20/2023 - 6/27/2023

Location: The Technical Interview will be conducted remotely, using Zoom. In order to participate in the interview, you must have access to a computer with a camera, microphone, speakers, and a reliable connection to the internet.

The examination components and dates are subject to change as needs dictate. All communication regarding this process will be delivered via email.

SUBMISSION OF APPLICATION:

Applicants must meet the minimum qualifications as stated, including the possession of licenses, certifications, or other requirements, by the filing deadline in order to move forward in the recruitment process. You must attach copies of any documents that demonstrate your attainment of the minimum qualifications (e.g., unofficial transcripts, foreign transcript evaluation, copies of any required licenses, and/or certifications). Failure to submit any required documents may result in disqualification. All required documentation must be attached to your application; Human Resources staff will not upload your documents for you. The VCCCD does not accept letters of recommendation for classified positions. Please do not attempt to attach letters of recommendation to your application.

ONCE YOU HAVE SUBMITTED YOUR APPLICATION YOU WILL NOT BE ABLE TO MAKE REVISIONS TO YOUR APPLICATION MATERIALS.

When completing the application, please make sure you include ALL current and previous employment in the Work Experience section of the application and complete ALL fields, including the name and contact information for your supervisors. Duration of work experience is calculated based off a standard 40 hour full-time work week. Part-time work experience will be prorated based off a standard 40 hour full-time work week. Experience that is included in the resume but not in the Work Experience section of the application may not be considered for the purpose of determining whether you meet the minimum qualifications. When completing the supplemental questionnaire (if applicable), outline in detail your education, training (such as classes, seminars, workshops), and experience.

ELIGIBILITY LIST: Upon completion of the examination, the eligibility list will be compiled by combining the final examination score with applicable seniority and veteran's credits, if any. The candidates will be ranked according to their total score on the eligibility list. Certification will be made from the highest three ranks of the eligibility list. This eligibility list will be used to fill current vacancies for up to one year from the date of the technical interview. PROBATIONARY PERIOD: All appointments made from eligibility lists for initial appointment or for promotion, with certain exceptions, shall be probationary for a period of six (6) months or one hundred thirty (130) days of paid service, whichever is longer. Classified management, police, and designated executive classifications shall be probationary for a period of one (1) year of paid service from initial appointment or promotion.
ACCOMMODATIONS: Individuals with disabilities requiring reasonable accommodation in the selection process must inform the Ventura County Community College District Human Resources Department in writing no later than the filing date stated on the announcement. Those applicants needing such accommodations should document this request in an email to HRMail@vcccd.edu including an explanation as to the type and extent of accommodation needed to participate in the selection process.



To apply, please visit https://www.schooljobs.com/careers/vcccd/jobs/4016640/purchasing-specialist




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