Job Details

This ad is expired.

Purchasing Services Specialist
Go to our website »

Position Number: 1354134
Location: Palm Desert, CA
Position Type: Business - Finance

Purchasing Services Specialist

Job Type: Staff
Department: Accounting Services

Basic Function:
College of the Desert is located in Palm Desert, California, the geographic center of the beautiful Coachella Valley. Nestled among the backdrop of the Santa Rosa and San Jacinto mountains in eastern Riverside County, the Coachella Valley is a resort community that offers over 100 golf courses and a wide array of outdoor activities such as tennis, hiking, horseback riding, hot air ballooning, polo, bicycling, rock climbing and swimming.

Founded in 1958, this two-year public college serves over 400,000 residents of eight local cities and the students of the Palm Springs, Desert Sands and Coachella Valley school districts. College of the Desert offers certificates and two-year Associate of Arts and Associate of Science degrees.

The College serves over 15,000 students each year. College of the Desert is a federally recognized Hispanic Serving Institution (HSI), with almost more than 70% of the student body identifying as Hispanic. The Coachella Valley community recently passed a $577 million bond measure, allowing for College of the Desert to improve its current facilities and expand its campus locations. These improvements and expansion will assist with College of the Desert's goals of providing an education to students inside and outside of the Coachella Valley.

BASIC FUNCTION
Under the direction of the Accounting Supervisor perform complex and technical duties associated with contract administration; provide technical assistance in purchasing materials, supplies, equipment, and services; perform specialized procurement duties as assigned.

EMPLOYMENT STATUS
Classified Bargaining Unit Position
This position is 40 hours a week/12 months a year
The schedule is Monday - Friday, 8am - 5pm
Hours subject to change based on District need

Representative Duties:
REPRESENTATIVE DUTIES

Participate in contract administration; assist in overseeing contracts to meet established terms andconditions.
Review and monitor contracts for performance and compliance in accordance with District, state and federal policies and regulations; monitor pay rates, pay submittals and change order documents.
Prepare purchase orders and procure equipment and supplies; verify information and budget codes for purchase requests; assign vendor and purchase order numbers; encumber purchase order requests into budget; obtain necessary authorizations; distribute to appropriate sources.
Prepare purchase orders and procure equipment and supplies; verify information and budget codes for purchase requests; assign vendor and purchase order numbers; encumber purchase order requests into budget; obtain necessary authorizations; distribute to appropriate sources.
Process pay applications associated with construction purchase orders and contracts.
Process and publish required public notifications associated with competitive bids and property surplus.
Coordinate the development of competitive bid documents, Requests for Proposals and related documents, and bid specifications; prepare quotes, bids and change orders; analyze and tabulate bids for action by Board of Trustees.
Communicate with staff and vendors during the competitive bid process to ensure transparency and to meet legal requirements; publish addendums and questions submitted during the process.
Assist District departments in establishing service contracts; obtain necessary authorizations; compile required reports and summaries for the Board agenda; and process contracts according to established District policies and procedures.
Coordinate and meet with vendors, divisions, departments and the District receiving department to assure timely delivery of supplies and equipment; coordinate price changes between vendors and divisions or departments; audit vendor invoices for payment; batch and balance purchase orders and invoices for payment.
Assist departments with the disposition of surplus property and equipment, including advising on the process, compiling lists and preparing Board agenda items.
Compile data and prepare local and state reports, including contracts and purchase orders for the Board of Trustees agenda and bond construction reports.
Assign employee access and permissions for the online accounting system including viewing access; screen access; approvals.
Train new employees in online requisitioning system including those who will input requisitions and those who will be approving requisitions; add and/or update account codes and approvers; assign substitute approvers as needed.
Monitor Approve Budget Override queue and contact appropriate staff and/or supervisors to resolve funding issues.
Gather data and costs on supplies, services, and contracts for district and bond purchases. Recommend products and purchases.
Advise District personnel regarding acquisition requirements for equipment, materials and supplies.
Coordinate with staff and vendors regarding repairs to District equipment; follow up on orders not received, partially received and have outstanding back orders remaining; monitor annual maintenance agreements.
Operate a computer, copier and other related office equipment.
Coordinate the development of competitive bid documents, Requests for Proposals and related documents, and bid specifications; prepare quotes, bids and change orders; analyze and tabulate bids for action by Board of Trustees.
Monitor District contracts database and inform departments on renewal dates, bid timelines, legal, and regulatory requirements.
Assist auditors at year-end with requested documentation.
Order and maintain supplies and forms for the Fiscal Services function.
Maintain fixed asset records; track and remove equipment declared as surplus; update master fixed asset list. Maintain online asset management database including completion of assets, updating of codes.
Perform related duties as assigned.

Minimum Qualifications:
EDUCATION AND EXPERIENCE
Any combination equivalent to: an Associates degree in business, accounting, or a related field and (4) four years increasingly responsible experience in financial record-keeping and contracts including 2 two years in a purchasing function.

Preferred Qualifications:
Bachelors degree in business, accounting, or a related field.

Knowledge of:
KNOWLEDGE OF: Methods, practices, and terminology used in purchasing and accounting; public agency purchasing policies and procedures; public contract code and construction laws; applicable state laws and regulations; bookkeeping; modern office technology and practices, procedures and equipment; financial and statistical record-keeping techniques; telephone techniques and etiquette; correct English usage, grammar, spelling, punctuation and vocabulary; operation of a computer and various software packages such as Microsoft Office and other office machines including a 10 key calculator by touch; oral and written communication skills; basic bid preparation and procedures; interpersonal skills using tact, patience and courtesy; data gathering and report preparation.

Ability to:
ABILITY TO: Provide technical assistance for the purchasing of materials, supplies and equipment; assist in construction contract administration; read, analyze and interpret contracts, state laws, and regulations; analyze and compare purchasing bids; prepare bid specifications; apply policies, practices and terminology used in purchasing supplies and materials; operate a variety of office equipment including a computer and Microsoft Office applications, database, and other office equipment; add, subtract, multiply and divide quickly and accurately; understand and follow oral and written directions; establish priorities and procedures; keep information secure and confidential; establish and maintain cooperative and effective working relationships with others in an environment with diverse staff and students; work independently with minimal supervision and exercise discretionary judgment; meet schedules and time lines; maintain records and prepare reports; communicate effectively both orally and in writing to exchange information in person and on the telephone; sit for extended periods of time; lift 25 pounds regularly and up to 50 pounds occasionally, carry, push or pull light objects; bend at the waist, kneel or crouch.

Physical Demands:
Working Conditions: WORKING CONDITIONS
Environment: Office environment; sitting for extended periods of time; constant interruptions and driving a vehicle to conduct work.
Full Time/Part Time: Full Time
Weekly Working Hours: 40
Work Schedule & Hours: Monday - 8:00 am - 5:00 pm, Tuesday - 8:00 am - 5:00 pm, Wednesday - 8:00 am - 5:00 pm, Thursday - 8:00 am - 5:00 pm, Friday - 8:00 am - 5:00 pm
Salary Schedule Range: Range 13
Specific Departmental Needs:

Posting Number: 18-578
Number of Vacancies:
Desired Start Date:
Position End Date (if temporary):
Interview Date: 02/04/2019
Posting Open Date: 12/12/0018
Posting Close Date: 1/13/2019
Open Until Filled: No

Special Instructions to Applicants:
Special Instructions

REFERENCES:
The List of Professional References should include at least two current or previous supervisors, and two other references not related to the applicant (including classified support staff). Please include names, e-mail addresses and current telephone numbers for each professional reference in your application. Applicants from sectors other than higher education should submit comparable references. Letters of recommendations will not be accepted in lieu of the required List of Professional References.

REQUIRED ATTACHMENTS:
Applications missing any of the required documents listed will not be considered. The following documents are required at the time of application:

Resume: Must include length of employment (month/year start & end dates) for each employer.
Cover Letter: Please address how you meet the minimum requirements for this position and any special qualifications you possess.
Unofficial Transcripts: Must be from an accredited institution, show name of institution, degree awarded, discipline, and date awarded. Diplomas will not be accepted in lieu of the required transcripts.

To apply, visit https://cod.peopleadmin.com/postings/3190