PURCHASING AGENT, SENIOR
San Jose/Evergreen Community College District
Close/First Review Date:
The Senior Purchasing Agent will report to the Director of General
Services at the District Office. The work schedule is 12 months per
year; Monday - Friday; 8:00 a.m. to 5:00 p.m.
This position is bond funded and contingent upon maturity of the
bond expected to be in 2027. Funding may be extended upon the
issuance of a new bond.
This position is represented by the California School Employees
Association (CSEA), Chapter 363.
Under the direction of an assigned administrator, the Purchasing
Agent coordinates purchasing services by acting as a buyer for the
District. In addition to the regular Purchasing Agent duties, this
position performs a variety of complex technical duties related to
the acquisition of goods and services, and public works projects
for the District in accordance with established laws, policies,
procedures and guidelines. Incumbent in this position serves in a
lead capacity, prepares formal bid documents, performs more complex
procurements and contract administration, and coordinates assigned
activities with other departments, outside vendors and agencies and
the general public.
DUTIES AND RESPONSIBILITIES
1. Coordinate Purchasing services with those of other departments
and outside vendors.
2. Review requisitions for the purchase of materials, supplies,
equipment, and services for clarity of descriptions, specifications
and documentation; contacts appropriate department for further
information if needed; determine appropriate methods of procurement
such as Purchase Orders, Blanket Purchase Orders, or Request for
Check, including whether or not to bid it out legally or
informally. Approve requisitions and enters them into the
3. Research, contact, and select potential vendors to receive
proposals for price, quality, and timeliness of delivery. Make
independent judgment on purchases up to authorized dollar limits
and specifications in conformance with established procurement
procedures and legal requirements. Recommend current and/or new
vendors. Conveys delivery, inventory, and quality goals to vendors.
Process Requisitions, Purchase Orders, Blanket Purchase Orders,
Change Orders, Receipts, and updates vendor files, using purchasing
4. Anticipate and plan for upcoming projects; schedules,
coordinates, obtains specifications, write Request for Bids and
Proposals, awards, processes, and expedite complicated advertised
bids in coordination with Facilities Project Managers, Deans,
Consultants and Vendors; make certain the whole process moves
smoothly and on schedule.
5. Establish and communicate patterns of supply and product usage
so that vendors can anticipate needs and meet requirements. Learn
vendor cycles and procedures to optimize delivery time. Review
trends in material and supply usage and acts when applicable.
6. Expedite orders; resolve discrepancies in requisitions, purchase
orders, contracts, invoices, and receipts.
7. Develop and maintain a directory of vendors and necessary
8. Work with the Warehouse personnel to participate in the
planning, organizing, and coordinating the physical inventory of
the District's fixed assets, prepare and process board agendas,
auctions, sales, and disposal of surplus. Work with the Accounting
Department to maintain the fixed asset inventory
9. Identify opportunities for improving service delivery methods
and procedures and views with appropriate management staff.
10. Oversee and participate in developing and maintaining a
directory of vendors. Pre-qualify vendors based on price, service,
11. Collaborate with construction managers and project engineers to
bid public work projects and Request for Proposals for bond
12. Participate at job walks for public works project to instruct
bidders on the bid process and District requirements.
13. Work with consultants and legal counsels to develop RFPs for
major complex construction projects utilizing alternate delivery
methods such as design-build and lease-leaseback.
14. Provide project administration for construction contracts and
other public projects. Coordinate and prepare contract
correspondences with contractors, subcontractors, public agencies
and the public; act as contract administrator for substitution of
subcontractor requests, stop payment notices, and public record
requests; process change orders.
15. Serve as a liaison for the District between District staff,
consultants, vendors, contractors, governmental agencies, and the
Public to acquaint them with procurement policies and procedures
and to obtain information on products, services, or bid
16. Clear any encumbrances at year-end related to BPOs and
17. Provide training to other department personnel on purchasing
guidelines, including the functionality and usage of requisitions,
BPOs, and POs.
18. Perform other duties as assigned that support the overall
objectives of the position.
KNOWLEDGE, SKILLS AND ABILITIES
1. Purchasing and procurement programs including: project
management, contract negotiations and administration, cost
analysis, file maintenance, warehousing, inventory control, and
2. Well-developed oral and written communication skills.
3. Report writing, record keeping and organizational skills.
4. District organization, operations, policies and
5. Procedures used in contracting for professional services,
construction and the purchase of supplies and equipment.
6. Excel, Word, Outlook, internet, purchasing applications and
7. Modern office practices, procedures and equipment.
Skills and Ability to:
1. Give presentations, initiate and chair meetings with vendors and
requestors, write detailed bids and specifications, send e-mails,
and write formal letters.
2. Use math skills to perform calculations on 10-key and analyze
3. Establish harmonious and effective work relationships with
departments and outside vendors.
4. Communicate effectively and tactfully in both oral and written
5. Establish and maintain cooperative and effective working
relationships with others.
6. Work independently and with sound judgment within procedural
7. Carry out both oral and written instructions, quickly identify
problems and situations, and take appropriate action to resolve the
EDUCATION AND EXPERIENCE
1. Bachelor’s degree from an accredited college with major course
work in purchasing, materials management, business administration,
or a related field plus.
2. Four years of increasingly responsible experience in purchasing,
materials management, business administration or a related
1. Bilingual abilities, desirable.
District’s Diversity Requirements
- Demonstrated sensitivity, knowledge and understanding of the
diverse academic, socioeconomic, gender identity, sexual
orientation, cultural, disability, and ethnic background of groups
historically underrepresented, and groups who may have experienced
- Success integrating diversity as appropriate into the major
duties outlined in the job description and in the duties listed in
the District’s hiring policy; or demonstrated equivalent
transferable skills to do so.
$89,649 - $109,347 Annual Salary (Range 120: Classified Salary
Schedule Fiscal Year 2021-2022). Starting placement is generally at
Excellent fringe benefit package includes a pension, medical,
dental, vision, EAP (employee assistance plan) and life insurance
for employee and eligible dependents, and income protection.
Voluntary plans include supplemental life insurance, Flexible
Spending Accounts, 403b and 457 Deferred Compensation Accounts.
Classified employees also receive vacation, 12 sick leave days and
18 paid holidays.
To be considered for this position please visit our web site and
apply on line at the following link: https://sjeccd.peopleadmin.com/
About San Jose/Evergreen Community College District
The District is represented by dedicated and talented employees who
are passionate about providing our student population with the best
educational experience possible. The District recognizes that
cultural diversity in the academic environment promotes academic
excellence; fosters cultural, racial and human understanding;
provides positive roles models for all students, and creates an
inclusive and supportive educational and work environment for its
employees, students, and the community it serves.
As of fall 2017, with enrollment of approximately 18,500 per
semester, and an extremely diverse student population
(Hispanic/Latino 44%, Black/African-American 4%, Asian/Pacific
Islander 32%, American Indian/Native American 0.5%, White/Caucasian
11%) attaining educational goals reflecting 45% - AA Degree and
Transfer to a 4-Year College/ University, the District’s emphasis
on student success makes it a recognized educational leader in the
The District encourages a diverse pool of applicants to serve as
colleagues to an existing diverse group of managers, supervisors
and confidential staff consisting of 29 % Hispanic/Latino, 13%
Asian/Pacific Islander, 7% Black/African American, 23%
White/Caucasian, and as well as encouraging applications from all
qualified, outstanding applicants.