PURCHASING AGENT, SENIOR

PURCHASING AGENT, SENIOR

San Jose/Evergreen Community College District

Close/First Review Date: 05/31/2022

Campus Location: District Office

Position Description:
POSITION SUMMARY

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.

POSITION PURPOSE

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 Requisition Log.

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 software.

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 purchasing files.

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 spreadsheets.

9. Identify opportunities for improving service delivery methods and procedures and views with appropriate management staff. Implements improvements.

10. Oversee and participate in developing and maintaining a directory of vendors. Pre-qualify vendors based on price, service, quality, etc.

11. Collaborate with construction managers and project engineers to bid public work projects and Request for Proposals for bond program.

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 solicitations.

16. Clear any encumbrances at year-end related to BPOs and POs.

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

Knowledge of: 1. Purchasing and procurement programs including: project management, contract negotiations and administration, cost analysis, file maintenance, warehousing, inventory control, and surplus disposal.

2. Well-developed oral and written communication skills.

3. Report writing, record keeping and organizational skills.

4. District organization, operations, policies and objectives.

5. Procedures used in contracting for professional services, construction and the purchase of supplies and equipment.

6. Excel, Word, Outlook, internet, purchasing applications and software.

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 costs.

3. Establish harmonious and effective work relationships with departments and outside vendors.

4. Communicate effectively and tactfully in both oral and written form.

5. Establish and maintain cooperative and effective working relationships with others.

6. Work independently and with sound judgment within procedural guidelines.

7. Carry out both oral and written instructions, quickly identify problems and situations, and take appropriate action to resolve the underlying cause.

Required Qualifications:
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 experience.

Desired Qualifications:
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 discrimination.
  
• 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.
  
  Salary Range:
  $89,649 - $109,347 Annual Salary (Range 120: Classified Salary Schedule Fiscal Year 2021-2022). Starting placement is generally at Step 1.
  
  Benefits:
  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 State.
  
  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.
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