2024-2025 Specialist, Purchasing

Job Title:                        Specialist - Purchasing

Department:                   Purchasing

Pay Grade:                      O230

FLSA Status:                   Non-Exempt

Reports to:                      Director III – Purchasing & Distribution

GENERAL PURPOSE

This position is responsible for providing support to the educational process with specific responsibilities for purchasing goods and services in accordance with applicable laws, rules, regulations and District policies; conducting bids; responding to related inquiries; and maintaining vendor/source information and inventories.

ESSENTIAL JOB FUNCTIONS

• Ensures the prompt and effective delivery of essential goods and services to the District’s administrative and academic departments with a minimum time lag through the implementation of standardized purchasing practices that comply with regulatory guidelines, BOE policies, and best practice public purchasing principles.
• Consults with administrators and staff about their needs and desired purchases, assisting in locating and identifying items and services being sought, contacting vendors and developing sources of supply and/or services, processing purchase requisitions and expediting the ordering and delivery process for goods and services.
• Assists in the development of specifications for standardization of commodities and services.
• Prepares purchasing solicitations: Request for Quotes (RFQ), Invitation for Bids (IFB), and Request for Proposals (RFP).
• Conducts pre-bid conferences public bid openings, evaluates solicitation responses and vendor capabilities for completeness and accuracy to assist in awarding contracts.
• Protects the interest of the District regarding purchases by serving as a representative of the District in discussions between vendors and District departments on procurement issues, shipping, receiving, invoicing and all other areas of responsibility and by monitoring vendor activities for compliance with all contract terms and conditions.
• Researches market trends and technical developments in-product and service markets.
• Expedites the ordering and delivery process for commodities and services with the use of automated procurement systems.
• Maintains purchasing documents, files and records to ensure the availability of documentation and compliance with established policies and regulatory guidelines.
• Remains competent and current through self-directed professional learning, developing professional contacts with colleagues, completing professional development courses, and attending training and/or coursework as directed by the Purchasing Manager.
• Contributes to the overall success of the Purchasing Department by performing all other duties and responsibilities as assigned.

QUALIFICATIONS AND REQUIREMENTS

Education and Experience

• Associate Degree in business administration or related field preferred or comparable experience in a related field, including procurement-training certification by a national purchasing organization such as the Institute for Public Procurement, the National Association of Purchasing Management.
• Minimum of two (2) years of job-related experience, preferably in the public purchasing sector is required.
• Equivalent years of job experience in purchasing considered in lieu of formal education requirement.

Certificates, Licenses and Other Special Requirements

• Must pass a Criminal Background Clearance, the results of which must be satisfactory to the District, required.

Knowledge, Skills, and Abilities

• Knowledge of basic math, including calculations using fractions, percentages, and/or ratios; read a variety of manuals, write documents following prescribed formats, and/or present information to others; and solve practical problems.
• Knowledge based competencies required to satisfactorily perform the functions of the job include accounting/bookkeeping principles; office management procedures; concepts of grammar and punctuation; and purchasing procedures, practices, methods, and terminology.
• Skill to perform multiple, technical tasks with a need to routinely upgrade skills in order to meet changing job conditions.
• Skill based competencies required to perform the functions of the job, including operating standard office equipment including using pertinent software applications; performing standard bookkeeping; and preparing and maintaining accurate records.
• Ability to analyze situations to define issues, draw conclusions, and create action plans.
• Ability to schedule a number of activities, meetings, and/or events; gather, collate, and/or classify data; and use job-related equipment.
• Ability to communicate effectively and collaborate with internal and external stakeholders to accomplish District objectives.
• Ability to work with a significant diversity of individuals and/or groups; work with data of widely varied types and/or purposes; and utilize job-related equipment.
• Ability to apply critical thinking/problem solving to improve work processes.
• Ability to maintain confidentiality; set priorities; meet deadlines and schedules; work with detailed information; and adapt to changing priorities.
• Ability to work as part of a team; adapt to changing priorities; and apply logical processes and analytical skills.

Working Conditions and Physical Requirements

• Work environment is primarily inside, where the noise and temperature levels are moderate.
• The work is light which requires exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force to move objects.
• Must possess the physical ability to perceive the nature of sounds, make rational decisions through sound logic and deductive processes, express or exchange ideas by the spoken word, substantial movements (motions) with the hands, wrists, and/or fingers, and discern letters or numbers at a given distance.
• Additionally, the following physical abilities are required: balancing, climbing, crawling, crouching, feeling, grasping, handling, hearing, kneeling, manual dexterity, mental acuity, reaching, repetitive motion, speaking, standing, stooping, talking, visual acuity and walking.

Salary : $22 - $35