Purchasing Agent
San Jose/Evergreen Community College DistrictClose/First Review Date: 10/02/2022
Campus Location: District-wide
Position Description:
POSITION SUMMARY
The Purchasing Agent reports to the Director of General Services at the District Office. The work schedule is 12 months per year; Monday - Friday; 8:00 a.m. - 5:00 p.m.
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. This position performs specialized and technical duties associated with the purchase, delivery, and quality of supplies, equipment and services; 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 PO, BPO, 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. Resolve discrepancies in requisitions, purchase orders, contracts, invoices, and receipts.
7. Develop and maintain a directory of vendors and necessary purchasing files.
8. Expedite orders and, working with the Warehouse, plan, organize, and coordinate the physical inventory of the District's fixed assets and prepares and processes 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. Perform other duties as assigned that support the overall objectives of the position.
EMPLOYMENT STANDARDS
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 Abilities:
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. Associates 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.
Districts 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 experienceddiscrimination.
• Success integrating diversity as appropriate into the major duties outlined in the job description and in the duties listed in the Districts hiring policy; or demonstrated equivalent transferable skills to do so.
  Salary Range:
  $83,645 - $101,977 Annual Salary (Range 110: Classified Salary Schedule Fiscal Year 2022-2023). 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 19 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 Districts 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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