Procurement Specialist
Posting Number:
CM-046-2024
Division:
Administrative Services
Department:
Purchasing
Position Classification:
Classified Unit A
FTE:
1.00
Term:
12 Months/Year
Current Work Schedule:
Monday – Friday 8:00am – 5:00pm
Salary Range:
A-95
Salary:
Steps 1 – 6: $5,862 – $7,482 monthly
Shift Differential::
Shift differential eligibility based on the current collective bargaining agreement.
Open Date:
09/20/2023
Initial Screening Date:
10/11/2023
Open Until Filled::
Yes
Application Procedure::
First Review of Applications: Complete application packets will be accepted until the position is filled; however, applications submitted by 11:59 p.m. (PT) on the above listed Initial Screening Date are assured consideration.
Applicants must submit all of the following materials online, unless otherwise noted, at Mt. SAC Employment Website to be considered for this position:
Health & Welfare::
Mt. San Antonio College offers a competitive and excellent benefits package to eligible employees providing medical, dental, and vision benefits for eligible employees and their dependents. Lifetime medical benefits are also available for eligible retirees.
The College contributes an annual premium up to the family coverage amount for Kaiser Permanente $15 office visit medical, DeltaCare HMO dental, VSP vision and life insurance plans for eligible employees.
The District participates in the Public Employees’ Retirement System (PERS), State Teachers’ Retirement System (STRS) retirement programs, and National Benefit Services.
*Note: Salary and Health & Welfare Benefits are subject to change. Please visit the Mt. San Antonio College Benefits Website for further information.
Basic Function/Overview::
OVERVIEW: The Procurement Specialist negotiates, prepares, and processes complex contracts, leases, and procurement documents for the acquisition of a wide variety of equipment, materials, supplies, and services for the District, ensures compliance with applicable laws, regulations, and policies, manages complex, novel, and unique contracting and procurement activities, provides technical guidance and expertise to the Buyer/Senior Buyer classification and District stakeholders, negotiates contract and procurement terms, and resolves compliance concerns within a broad framework of laws, regulations, policies, procedures, and standard business practices.
DEFINITION:Under general supervision, develops and administers the procurement and contracting process for all District construction projects in accordance with District standards and policies and legal requirements; develop proposed recommendations for contract awards to the Director, Purchasing; develops, summarizes, and maintains administrative and fiscal records and all correspondence regarding each project; fosters cooperative working relationships among District divisions and acts as a liaison with various community, public, and regulatory agencies.
SUPERVISION RECEIVED & EXERCISED:
Receives general supervision from the Director, Purchasing. Provides technical and functional direction and training to administrative support staff.
CLASS CHARACTERISTICS:
This is a single-position class that independently performs the full range of procurement and contract administration duties, including developing requests for proposals, soliciting bids, and administering and monitoring contracts. The incumbent participates in developing and implementing policies and procedures for the procurement program. The work has technical and programmatic aspects requiring the interpretation and application of policies, procedures, and regulations and involves frequent contact with the public. Incumbents at this level receive only occasional instruction or assistance as new or unusual situations arise and are fully aware of the operating procedures and policies of the work unit. This class is distinguished from the Buyer class series by specializing in construction projects and by being responsible for contract administration. This class is further distinguished from the Director, Purchasing in that the latter has overall management responsibility for the Purchasing Department.
Essential Duties & Responsibilities:
1. Coordinates and performs professional-level administrative and programmatic work in procurement and contract administration for all of the District’s construction projects.
2. Participates in developing goals, objectives, policies, procedures, work standards, and administrative control systems for the procurement program.
3. Researches and develops detailed product and/or service specifications and establishes contract terms; confers with division/department staff to resolve questions regarding intent and expected use of goods and services, specification definitions, and scope of work statements.
4. Develops bid invitations and solicitations, formal and informal bids, requests for qualifications/ quotes/proposals ensuring legal and contractual provisions are included to protect the District’s interests.
5. Prepares and distributes notifications to vendors on District mailing lists, MBE/WBE/DVBE businesses, and others; places advertisements in local newspapers; conducts pre-bid and pre-proposal conferences and job walks; writes and posts addendums.
6. Coordinates and participates in evaluation of bids; develops evaluation criteria and materials; performs price/cost analyses and assesses the quality and suitability of proposed services and purchases; recommends modifications as needed; summarizes bid responses and prepares documentation; selects, recommends, and participates in selection of contractors and vendors; develops reports to the Board of Trustees and others for approval of contract awards.
7. Drafts contracts ensuring legal requirements are incorporated and enforced; negotiates contract terms and provisions; coordinates review of contract documents with legal counsel; maintains related files.
8. Ensures contractor compliance with provisions, including the maintenance of required insurance; develops contract amendments, extensions, and renewals as needed; monitors contractor performance and takes or recommends necessary remedial action to enforce compliance with provisions; researches and resolves discrepancies.
9. Reviews, examines, and processes purchase orders and related documents, including contracts and bid recaps to ensure compliance with established purchasing procedures and to confirm funding availability; works with accounts payable to ensure proper processing of invoices; follows-up on completing and receiving outstanding purchase orders.
10. Oversees year-end fixed assets physical inventory; distributes division/department fixed assets inventory reports for review; reconciles and researches discrepancies; corrects fixed assets database; prepares fixed assets inventory summary and detailed reports.
11. Serves as a liaison to employees, the public, private organizations, government agencies, community groups, and other organizations; provides information and assistance regarding procurement programs and services; receives and responds to complaints and questions relating to assigned area of responsibility; reviews problems and recommends corrective actions.
12. Participates in the development and implementation of new or revised programs, systems, procedures, and methods of operation; compiles and analyzes data and makes recommendations.
13. Makes recommendations regarding the improvement of departmental and programmatic activities; prepares comprehensive technical records and reports.
14. Assists with implementation, testing, and training of purchasing module of the enterprise application system or emerging technologies related to the purchasing and procurement functions of the District.
15. Prepares and submits Board of Trustee agenda reports and various other commission, committee, and staff reports and correspondence regarding assigned programs.
16. Maintains accurate records and files; develops storage of records and retention schedules.
17. Learns and applies emerging technologies and, as necessary, to perform duties in an efficient, organized, and timely manner.
18. Performs other related duties as assigned.
Knowledge Of::
1. Principles and practices of public agency procurement and purchasing programs including competitive bidding procedures.
2. Principles, practices, and techniques of drafting and administering procurement contracts and enforcing contract provisions.
3. Basic principles and practices of sound financial management policies and procedures.
4. Project and/or program management, analytical processes, and report preparation techniques.
5. Organizational practices as applied to the analysis, evaluation, development, and implementation of requests for proposals, bid packages, and the related evaluation process.
6. Research, statistical, analytical, and reporting methods, techniques, and procedures.
7. Applicable Federal, State, and local laws, regulatory codes, ordinances, and procedures relevant to assigned area of responsibility.
8. Record-keeping principles and procedures.
9. Modern office practices, methods, and computer equipment and applications related to the work.
10. English usage, grammar, spelling, vocabulary, and punctuation.
11. Techniques for effectively representing the District in contacts with governmental agencies, community groups, and various business, professional, educational, regulatory, and legislative organizations.
12. Techniques for providing a high level of customer service by effectively dealing with the public, vendors, students, and District staff, including individuals of various ages, disabilities, socio-economic and ethnic groups.
Skills and Abilities::
1. Assist in the development of goals, objectives, policies, procedures, and work standards for the procurement function.
2. Coordinate and oversee programmatic administrative and fiscal reporting activities.
3. Perform responsible and difficult administrative work involving the use of independent judgment and personal initiative.
4. Conduct research on a wide variety of program topics including vendors, products, contract feasibility, budget proposals, and funding alternatives.
5. Analyze, interpret, summarize, and present administrative and technical information and data in an effective manner.
6. Research, analyze, and evaluate new service delivery methods, procedures, and techniques.
7. Prepare clear and concise reports, correspondence, policies, procedures, and other written materials.
8. Interpret, apply, explain, and ensure compliance with applicable Federal, State, and local policies, procedures, laws, and regulations.
9. Effectively represent the District in meetings with governmental agencies, community groups, and various businesses, professional, and regulatory organizations, and in meetings with individuals.
10. Establish and maintain a variety of filing, record-keeping, and tracking systems.
11. Organize and prioritize a variety of projects and multiple tasks in an effective and timely manner; organize own work, set priorities, and meet critical time deadlines.
12. Operate and maintain modern office equipment, including computer equipment and specialized software applications programs.
13. Use English effectively to communicate in person, over the telephone, and in writing.
14. Understand scope of authority in making independent decisions.
15. Review situations accurately and determine appropriate course of action using judgment according to established policies and procedures.
16. Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.
Minimum Qualifications:
Equivalent to completion of the twelfth (12th) grade supplemented by college-level coursework in business administration, procurement, contract law, or a related field and/or four (4) years of increasingly responsible experience in purchasing, contract administration, or procurement services.
A purchasing certification such as the CPPB or CPPO, obtained through the Universal Public Procurement Certification Council, or the CPSM, obtained through the Institute for Supply Management will qualify incumbents for an increased pay grade.
Equivalencies::
Any combination of training and experience which would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications is listed in the Minimum Qualifications section.
Preferred Qualifications::
1. Bachelor’s degree from a recognized college or university, preferably with a major in business administration, public administration, economics, law, or a related field AND three years of full-time, paid professional-level experience in the contracting and acquisition of a variety of equipment, materials, supplies, and services.2. Certification as a Public Purchasing Officer or its equivalent.
License(s) & Other Requirements::
The incumbent may periodically be require to travel to a variety of locations. If operating a vehicle, employees must have the ability to secure and maintain a valid California driver’s license.
Working Environment::
Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may interact with staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.
Physical Demands::
Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; to operate a motor vehicle to visit various District and meeting sites; vision to read printed materials and a computer screen; and hearing and speech to communicate in person, before groups, and over the telephone. This is primarily a sedentary office classification although standing in work areas and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects weighing up to 25 pounds.
Conditions of Employment::
The person holding this position is required to be present on Mt. San Antonio College’s campus to perform all essential duties and responsibilities.
Official offers of employment are made by Mt. San Antonio College Human Resources and are made contingent upon Board approval. It is also required that a final offer of employment will only be made after the candidate has successfully been live-scanned and clearance for employment is authorized by Human Resources. Costs for live-scan services shall be borne by the candidate.
Notice to all prospective employees – The person holding this position is considered a ‘mandated reporter’ under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in Administrative Procedure 3518, titled Child Abuse Reporting, as a condition of employment.
As required by the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, the Mt. San Antonio Community College Annual Security Report is available here: Mt. SAC Annual Security Report.
The person holding this position is considered a ‘Responsible Employee’ under Title IX of the Educational Amendments Act of 1972 and is required to report to the College’s Title IX Coordinator all relevant details reported to him or her about an incident of alleged sexual misconduct including sexual harassment, sexual assault, dating and domestic violence and stalking.
Special Notes::
A confirmation number will be assigned when your application packet indicates the supplemental questions have been answered and a document has been attached to each required link. Assistance with the online application process is available through Human Resources at 1100 N. Grand Avenue, Walnut, CA 91789-1399. Human Resources: (909) 274-4225. E-mail: [email protected].
DO NOT include photographs or any personal information (e.g. D.O.B, place of birth, etc.) on your application or supporting documents.
LONG DISTANCE TRAVEL FOR INTERVIEWS: Should you be invited to an interview, please contact our office to discuss an accommodation option if attending the interview would require you to travel in excess of 150 miles one way from your residence.
THE MT. SAN ANTONIO COLLEGE DISTRICT WILL NOT SPONSOR ANY VISA APPLICATIONS.
Foreign Transcripts::
Transcripts issued outside the United States require a course-by-course analysis with an equivalency statement from a certified transcript evaluation service verifying the degree equivalency to that of an accredited institution within the USA. This report must be attached with the application and submitted by the filing deadline. Accredited evaluation agencies can be found on the National Association of Credential Evaluation Services Website.
Inquiries/Contact::
Human Resources
1100 N. Grand Avenue, Walnut, CA 91789-1399
Phone: (909) 274-4225
E-mail: [email protected]
Selection Procedure::
A committee will evaluate applications, taking into account breadth and depth of relevant education, training, experience, skills, knowledge, and abilities. The screening committee reserves the right to limit the number of interviews granted. Meeting the minimum qualifications for a position does not assure the applicant of an interview.
Interviews may include a writing sample, committee presentation, and/or performance test. The start date will be following Board approval and receipt of live scan clearance.
Special Instructions to Applicants::
To be guaranteed consideration, it is the applicant’s responsibility to ensure that all required materials are received before the initial screening date and time indicated on the job posting. Incomplete application packets will not be considered. All application materials will become College property, will not be returned, and will not be copied. Please visit our employment website at Mt. SAC Employment Website to complete and submit your application for this position.
EEO Policy::
The College is an equal opportunity employer. The policy of the College is to encourage applications from ethnic and racial minorities, women, persons with disabilities, and Vietnam-era veterans. No person shall be denied employment because of race, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, marital status, sex (gender), age, sexual orientation, or the perception that a person has one or more of these characteristics.
Conflict of Interest:
Mt. San Antonio College employees and the Board of Trustees members shall not engage in any employment or activity that is inconsistent with, incompatible with, or in conflict with Mt. San Antonio College’s Administrative Procedures (AP 2710 Conflict of Interest, AP 2712 Conflict of Interest Codes).
District Rights:
We reserve the right to re-open, re-advertise, delay, or cancel filling this position. This recruitment may be used to fill future vacancies.
Quick Link:
br{display:none;}.css-58vpdc ul > li{margin-left:0;}.css-58vpdc li{padding:0;}]]> Discovery Learning Center, nationally accredited, accepting applications for full-time faculty and substitutes. Join a teaching...
Apply For This JobJob Summary: Under general supervision, the Student Life Specialist I is responsible for the administration of one or more Student Life...
Apply For This JobVisiting Assistant Professor, Chemistry Department of Chemistry The Jess and Mildred Fisher College of Science and Mathematics FCSM-3743 Position:...
Apply For This JobJob no: 962412Work type: Support StaffPay Grade: 10Major Administrative Unit / College: College Of Veterinary MedicineDepartment: Veterinary Teaching Hospital 10046906Sub...
Apply For This Jobbr{display:none;}.css-58vpdc ul > li{margin-left:0;}.css-58vpdc li{padding:0;}]]> AFTER SCHOOL LEAD TEACHER POSITION JOB DESCRIPTION Work ED is a rapidly growing education company...
Apply For This JobClemson University: College of Education: Educational and Organizational Leadership DevelopmentLecturer in Athletic Leadership Location: Clemson University Description The Clemson University...
Apply For This Job