Purchasing Specialist

Employment Opportunity

We need YOU! Cabrillo College is looking for staff to provide quality programs and services for a diverse student population promoting ever-evolving needs as our students grow toward their individual aspirational goals. Cabrillo is an Hispanic Serving Institution (HSI) with a special focus on enhancing the Latinx student experience. Come join our team, valuing high-level and innovative instruction, support services, a welcoming environment, and helping to change the world one student at a time!

Examples of Duties

The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this class.

• Receives, reviews and processes purchase order requisitions, competitive quotes, various contracts and bids; reviews incoming requisitions for departmental authorization, appropriateness of requested items or service, and verifies availability of funds; verifies compliance with pertinent laws, regulations, codes, policies and standards; confers with management and departments to obtain all necessary signatures and information and to resolve questions regarding requirements and specifications.
• Issues purchase orders and blanket purchase orders; resolves year-end procurement accounting including carryovers and closeouts of purchase orders and blanket purchase requests.
• Maintains and renews blanket purchase orders; reviews blanket orders annually for appropriateness of vendor, commodity, authorized users and cost limits.
• Identifies vendors and checks master vendor list to assign correct vendor numbers; creates new vendors in the vendor database; enters new vendor data and updates accordingly.
• Communicates with vendors and District departments regarding order status, order adjustments, incorrect/damaged deliveries, payments and procedures; executes change orders and amendments to purchase orders, contracts and vendors to ensure timely delivery and quality and quantity of materials and supplies.
• Reviews contracts, insurance and supporting documentation for accuracy and compliance with relevant policies; routes contracts for signature.
• Integrates key contractual and legal terms from agreements into purchase orders for products and services; monitors conflicts between vendor proposals and District contracts and/or PO Terms and Conditions.
• Manages maintenance agreements for District-wide items such as copiers, cell phones and mailroom equipment; reviews invoices, resolves discrepancies and ensures appropriate budget allocations and charges to departments.
• Prepares and maintains physical and electronic files for purchase orders, contracts, bids and other documents in a timely and accurate manner and in auditable condition.
• Interprets, explains and provides technical expertise and guidance to District staff, contractors and vendors in the acquisition of service, equipment and supplies including the development of technical specifications, and procurement policies and procedures; may assist with obtaining quotes for goods and services.
• Organizes and prepares analytical data and reports to support purchasing and contracting activities.
• Assists in formal and informal bid process.

• Provides departmental administrative support including processing credit card payments, ordering and maintaining office supplies, tracking absences and performing general clerical support as needed.
• Provides work direction and training to hourly employees and student workers.
• Demonstrates sensitivity to and understanding of diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation and ethnic backgrounds of community college students, faculty and staff.
• Performs related duties as assigned.

Minimum Qualifications

EDUCATION AND EXPERIENCE
Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

• Understanding of, and sensitivity to, the diverse academic, socio-economic, ethnic, religious, and cultural backgrounds, disability, and sexual orientation, of community college students, faculty and staff AND
• Graduation from an associate degree program with coursework in business administration, purchasing, materials management, or a related field, AND at least two (2) years of progressively responsible experience in procurement or accounting department purchasing support experience OR
• An equivalent combination of training and experience.

• Practices and techniques of public agency purchasing, including competitive bidding procedures.
• General types and sources of products, commodities and supplies used by a community college.
• Basic risk management policies as they pertain to vendor insurance requirements.
• Basic research and data analysis techniques.
• Customer service practices and telephone communication etiquette.
• Practices and techniques of sound business communication; correct English usage, including spelling, grammar and punctuation.
• Basic research methods and analysis techniques.
• Modern office practices, procedures and equipment including advanced knowledge of computers and applicable software programs, databases and systems.
• Applicable sections of the California Education Code, public contract code and other applicable laws.
• District, state and federal laws, rules, regulations and policies governing purchasing and contracting.

• Perform a variety of functions and procedures used in the purchasing and contracting of supplies, services, materials and equipment.
• Review detailed purchase order requests, contracts, agreements and related documents for accuracy, appropriateness and compliance.
• Expedite and prioritize purchasing transactions, deliveries and requests for services as needed.
• Organize, set priorities and exercise sound, independent judgement within areas of responsibility.
• Make arithmetic and statistical calculations and perform basic cost accounting quickly and accurately.
• Maintain auditable purchasing and bid files and records and prepare reports and presentations.
• Communicate effectively, both orally and in writing.
• Understand and follow written and oral instructions.
• Operate a computer and use both standard business software and procurement-specific software programs and databases.
• Establish and maintain effective working relationships.
• Uphold the District’s mission, values and objectives including equity and Guided Pathways.
• Support an inclusive work environment that fosters diversity, respect and engagement.

• A valid California driver’s license or ability to access and use alternative transportation.

Additional Information

• Complete the application and answer all supplemental questions; provide detailed information to aid in determining the minimum qualification requirements have been met
• Attach resume
• Attach unofficial transcripts for college coursework completed, if applicable, displaying any degrees conferred (copies, photos, and downloads are acceptable). Foreign Transcripts must be evaluated for U.S. equivalency at the applicant's expense