SUBSTITUTE ASSIGNMENT
CONTRACTS SPECIALIST
DISTRICT SERVICES
Assignment: June 2023 – August 2023
APPLICATION PROCEDURES: Applicants interested in this position, send a cover letter addressing how you meet the requirements of the position, and a complete and current resume by Tuesday, May 30, 2023 at 5:00 p.m. to: Jessica.moore@gcccd.edu
(Probationary Employees, Please Contact Human Resources Prior To Applying To This Position)
SALARY
CL-38: $4,915 (Step A)
The compensation shall be paid at the step of the higher classification which is at least five (5) percent greater than the bargaining unit member's monthly salary, including any longevity increment.
DEPARTMENT
Purchasing and Contracts
START DATE
June 2023
STATUS/ASSIGNMENT
Approximately 3 months
SCHEDULE/HOURS
Monday – Friday / 8:00 a.m. to 4:30 p.m.
SUMMARY: Under the direction of an assigned supervisor, Purchasing and Contracts, provide complex technical assistance and perform a variety of responsible duties to coordinate and facilitate purchasing and contracts operations. Perform complex technical duties in the purchase of District supplies, materials, equipment and services including preparing detailed bid and proposal specifications.
EDUCATION: Graduation from high school or equivalent supplemented by two years college-level coursework in purchasing and contracts, business administration or a related field.
EXPERIENCE: Increasingly responsible contract experience, preferably including experience in the purchasing and contracts office of a public agency.
Applicants who are protected under the Americans with Disabilities Act due to a disability and require accommodations for completing the application process please notify the District Human Resources Department.
SUMMARY:
Under the direction of an assigned supervisor, Purchasing and Contracts, provide complex technical assistance and perform a variety of responsible duties to coordinate and facilitate purchasing and contracts operations. Perform complex technical duties in the purchase of District supplies, materials, equipment and services including preparing detailed bid and proposal specifications.
ESSENTIAL FUNCTIONS:
Review and process requisitions for the purchase of materials, supplies, equipment, and services, including construction related services and public works contracts.
Prepare and write detailed formal specifications for bids and proposals; receive bids and proposals; tabulate and analyze date; recommend award based on price and conformance to specifications.
Prepare and submit contract documents for executions by all parties involved.
Perform reference checks on contractors/vendors recommend for award of contracts as required.
Perform complex research through various methods to determine legality and conformance of proposed contracts (i.e. Education, Public Contract, Government, Labor codes, contractor's state license board, prevailing wage laws, etc.). Make recommendations based on outcome of research.
Prepare, process, and administer service contracts; provide training and guidance to personnel as assigned.
Provide responsible office assistance to coordinate purchasing and contracts operations including reviewing and responding to correspondence, coordinating office communication and participating in various phases of construction contracts.
Review legal contracts for basic requirements and determine necessity of Board approval or ratification.
Assist in analyzing departmental activities and documents for compliance with district policies and governmental rules and regulations; prepare a variety of legal documents and materials such as public works contracts, interrogatories and easements.
Communicate with other district personnel and departments, attorneys, insurance representatives, consultants, inspectors and others to coordinate activities, exchange information and facilitate purchasing and contracts operations; attend various meetings and participate on committees as required.
Interpret and explain rules, regulations, policies and procedures related to purchasing and contracts functions to district personnel and the public in accordance with established procedures.
Develop and maintain a variety of records and files related to contracts, board material and other purchasing and contracts information and material.
SECONDARY FUNCTIONS:
Secure competitive financing proposals for lease-purchase contracts; negotiate with vendors/contractors on negotiable items on contracts and agreements; administer contracts for performance and compliance.
Prepare presentations, information and back up materials related to purchasing and contracts operations for board meetings; coordinate follow up activities for board action as required.
Attend board meeting as assigned.
Maintain departmental area(s) in a safe, clean and orderly condition; assure compliance with established safety procedures and regulations.
Conduct bid openings as required.
Contact contractors and vendors by mail or telephone regarding discrepancies in invoices, statements or performance of work; coordination with Accounts Payable staff.
Perform related duties as assigned.
KNOWLEDGE AND ABILITIES:
KNOWLEDGE OF:
Use automated purchasing software.
Purchasing methods, policies and procedures.
Principles of office management and organization.
Laws, rules and regulations related to government purchasing and contracts.
Modern office practices, procedures and equipment, including telephone techniques and etiquette.
Correct English usage, grammar, spelling, punctuation and vocabulary.
Basic research methods.
ABILITY TO:
Coordinate and facilitate office operations and activities.
Learn district organization, operations, policies and objectives.
Understand purchasing and contracts functions, operations, policies and procedures.
Prepare, process and administer lease-purchase and public works contracts.
Communicate effectively both orally and in writing.
Analyze situations accurately and recommend effective course of action.
Read and understand legal contracts.
Interpret, apply and explain rules, regulations, policies and procedures.
Maintain records and prepare reports.
Work independently with little direction; plan and organize work to meet schedules and time lines.
Understand and follow oral and written directions.
Conduct research, compile and analyze information and calculate data.
Operate a personal computer including various software packages to enter and retrieve data using keyboarding skills in an efficient and effective manner consistent with requirements of the position.
Establish and maintain cooperative and effective working relationships with others.
EDUCATION:
Graduation from high school or equivalent supplemented by two years college-level coursework in purchasing and contracts, business administration or a related field.
EXPERIENCE:
Increasingly responsible contract experience, preferably including experience in the purchasing and contracts office of a public agency.
WORKING CONDITIONS:
Office environment; subject to frequent contacts with other district personnel, attorneys, consultants, contractors, etc.
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