What are the responsibilities and job description for the Purchasing Coordinator/Analyst position at Kern Community College District?
Basic Function
Under the direction of the assigned supervisor, coordinate the purchasing process of materials, supplies, equipment and services for the District in compliance with applicable rules, regulations and policies; perform a variety of technical purchasing tasks relative to assigned area of responsibility.
Representative Duties
Examine and evaluate current purchasing trends that affect price and availability; recommend improvements and modifications to activities and procedures; monitor compliance of purchasing procedures with applicable laws and regulations.
Coordinate maintenance and compliance of District business contracts and associated contract database.
Examine and evaluate new and alternative products and sources of supply; conduct vendor interviews; arrange for and participate in tests and demonstrations of supplies and equipment; notify staff of new products/vendors that are one the market; verify funds are available for purchases; reviews and recommends potential vendors and procurement of new products; researches and resolves product, pricing and distribution complaint issues with vendors; maintenance of all vendor files.
Coordinate, research, prepare and type formal bids and quotations, service agreements and leases; maintain bidding calendar; put together invitations to bid packages, including technical specifications, required bonds and general and special conditions required by the District; advertise public bids in newspaper; keep vendor bid list updated.
Provide coordination, information and assistance to District staff regarding purchasing matters. Answer telephone and provide information related to purchasing activities as appropriate; train staff in purchasing process, policy and regulations.
Implement and maintain e-procurement system for the District. This will include a variety of difficulty and complete technical and paraprofessional buyer duties that require an excellent working knowledge of purchasing functions and accounting functions for the assigned office, as well as of public educational institutions. Act as a point person for e-procurement, training staff on usage and responding to questions; resolving routine problems with the system.
Review trade publications and journal, and maintain files of vendors, catalogs and listings; assist in the maintenance of computerized records related to the purchasing function.
Prepare a variety of reports and statistical information. Maintain accounting records for governmental funds; prepare and analyze financial statements; prepare billings and claims; prepare budget projections and other specialized reports; prepare State reports; review reports for accuracy and completeness. Maintain a variety of purchasing files and records.
Perform related duties as assigned.
Minimum Qualifications
Associate degree in business or a related field and
Five years of increasingly responsible experience in all phases of the acquisition process, including experience in purchasing on a wide variety of materials, supplies, services and equipment and contract/vendor administration, including a minimum of two years experience in the public sector, all other experience must include experience in which functions were at least 50% in purchasing functions.
OR
Bachelor of Science degree in business or a related field and
Three years of increasingly responsible experience in all phases of the acquisition process, including experience in purchasing on a wide variety of materials, supplies, services and equipment and contract/vendor administration, including a minimum of two years experience in the public sector, all other experience must include experience in which functions were at least 50% in purchasing functions.
Note - Purchasing functions do not include: Budget accountability, financial management and accountability including budget allocation and verification and payment of purchase orders, expediting activities, administrative, secretarial, office management, other clerical activities, data input positions involved with purchasing cycle, but not directly with purchasing
Certification as a Certified Professional Public Buyer (CPPB) or completion within one year of employment is highly desirable.
Knowledge & Abilities
KNOWLEDGE OF:
Principles and practices of purchasing.
Laws and regulations applicable to school and/or governmental purchasing programs for State of California.
Basic budgeting procedures and techniques.
Principles and procedures of financial record-keeping and reporting.
Principles and procedures of basic accounting and bookkeeping.
Sources of supplies and marketing data.
Modern office procedures, methods and computer equipment.
Business letter writing and report preparation.
Correct English usage, spelling, grammar and punctuation.
Principles of providing training.
ABILITY TO:
Interpret and apply laws, rules and regulations affecting purchasing operations.
Communicate and implement district purchasing procedures.
Test, demonstrate and evaluate merchandise.
Determine compliance of bid proposals with specifications.
Establish and maintain a variety of records and files.
Access, operate and maintain various software applications.
Input and retrieve data with speed and accuracy.
Quickly identify problems and situations, and take appropriate action to resolve the underlying cause.
Make arithmetic calculations.
Understand and follow oral and written instructions.
Communicate effectively both orally and in writing.
Operate a variety of office equipment and machines such as calculator and copier.
Operate computer terminal and peripheral equipment to input a variety of date and maintain various records.
Establish harmonious and effective work relationships with departments and outside vendors.
Establish and maintain cooperative and effective working relationships with others.
Complete work efficiently with many interruptions.
Work independently and with sound judgment within procedural guidelines.
SALARY RANGE
Completed application packet MUST include:
- Completed Online Application for Employment form
- Current resume
- Letter of interest (Cover Letter)
- Copy of legible transcripts
- List of five (5) professional references – Listed on application form
It is the applicant's responsibility to redact (or remove) any personal information from all documents prior to uploading. This includes Social Security Numbers, Date of Birth, and any photos of the applicant.
Foreign Degree: Applicants with foreign degrees from colleges or universities outside of the United States must have their coursework evaluated by a professional association that is a member of the National Association of Credential Evaluation Services (NACES) or Academic Credentials Evaluation Institute, INC. (ACEI). A copy of the evaluation must be submitted with your on-line application.
Applicants who require reasonable accommodation to participate in the selection process should contact Human Resources to make the necessary arrangements. EEO Plan 2021-2024
Note: The District is strongly committed to achieving staff diversity and the principles of equal employment opportunity. The District encourages a diverse pool of applicants and does not discriminate on the basis of national origin, religion, age, gender, gender identity, gender expression, race or ethnicity, color, medical condition, genetic information, ancestry, sexual orientation, marital status, physical or mental disability, pregnancy, or because he/she is perceived to have one or more of the foregoing characteristics, or based on association with a person or group with one or more of these actual or perceived characteristics or any other characteristic protected by federal, state or local law, in any of its policies, procedures or practices. Discrimination Free Work Environment
The District does not provide sponsorship for authorization to work in the United States. Work authorization should be established at the time of application submission.
Kern Community College District provides a rich health and welfare benefits package to our full-time permanent employees, including Health, Dental, Vision, Life Insurance, and Long-term Disability. In addition to the above benefits, the District also offers a robust voluntary benefits selection.
Limited benefits and Affordable Care Act (ACA) benefits are offered to less than full-time and temporary employees.
For a detailed list of benefit eligibility please visit our Benefits Website
Salary : $6,591 - $9,314