Job description


San Mateo County Community College District

Posting Number: 2014580S
Department: General Services DIST (DEPT)
Location: District Office
Position Number: 1C0403
Percentage of Full Time: 100%
FLSA: Non-Exempt (accrues overtime)
Months per Year: 12
If other, please specify:
Salary Range:
Min Salary: $65,100 (annual)
Max Salary: $83,076 (annual)
Position Type: Classified Positions

Who We Are:
The San Mateo County Community District is committed to achieving educational equity for all students. As outlined in the District’s Strategic Plan, “success, equity, and social justice for our students are longstanding goals.” The District’s “Students First” Strategic Plan is focused on “Student Success, Equity and Social Justice.” We provide students with a rich and dynamic learning experience that embraces differences — emphasizing collaboration and engaging students in and out of the classroom, encouraging them to realize their goals, and to become global citizens and socially responsible leaders. When you join our team at San Mateo County Community College District, you can expect to be part of an inclusive, innovative and equity-focused community that approaches higher education as a matter of social justice that requires broad collaboration among faculty, classified staff, administration, students and community partners.

The College and the District:
San Mateo County Community College District is home to Cañada College, College of San Mateo, and Skyline College. All three of our colleges have been designated as Hispanic Serving Institutions. The District enrolls approximately 23,000 students, the majority of whom are from minoritized populations. Of the students within the District, 2.8% are African-American, 0.2% are American Indian, 16.4% are Asian, 10.4% are Filipino, 24.6% are Latinx, 1.6% are Pacific Islander, 24.0% are White, 17.8% Multi-Ethnic, and 2.2% are unknown.

Who We Want:
We value the ability to serve students from a broad range of cultural heritages, socioeconomic backgrounds, genders, abilities and orientations. Therefore, we prioritize applicants who demonstrate they understand the benefits diversity brings to a professional educational community. The successful candidate will be an equity-minded individual committed to collaborating with faculty, classified staff, administration, students and community partners who are also committed to closing equity gaps. The San Mateo County Community District seeks employees who value mentorship and working in a collegial, collaborative environment, guided by a commitment to helping all students achieve their educational goals.

The Position:
This is complex clerical work involved in central District processes related to the procurement of goods and services, including selection of vendors, volume buying, implementation of bid procedures, scheduling and coordinating deliveries, inventory, assessing availability and quality of goods and services, administering under direction District-wide procurement related tools such as procurement and gasoline cards, creation of purchase orders, creating and archiving documentation, and assisting the Supervisor and Senior Buyer as needed. Under general direction, the employee provides technical buyer information and facilitates purchasing of both goods and services to all District units. Public contact is extensive, primarily involving District and college staff at all levels and outside vendors for the purpose of exchanging product, procedural, timeline and workflow information. A moderate to high degree of independent judgment and creativity are required to select and apply appropriate policies and procedures to the resolution of frequent minor and occasional major problems that arise. Consequences of errors in judgment can be costly in terms of District resources, employee time, and in public relations; however, supervisory controls limit the risk of serious errors. This position can direct the work of other staff and student assistants as assigned.

Duties and Responsibilities:
The duties below are representative of the duties of the classification and are not intended to cover all of the duties performed by the incumbent(s) of any particular position. The omission of specific statements of duties does not exclude them from the position if the scope of work is similar, related, or a logical assignment to this classification.

1. Exchanges information with District and college staff, vendors, contractors, businesses and community organizations, as well as educational and government institutions regarding purchasing policies and procedures, assistance with vendor selections, pricing, shipping, returns, invoicing, bid timelines, and item specifications

2. Serves as a liaison between the colleges and District Office relative to purchasing procedures and policies

3. Attends professional development related meetings, workshops and other events to stay current on public procurement code and District policies and procedures. Occasional mandatory participation in select professional development conferences requiring travel outside the Bay Area. Willingness to pursue professional certifications in the procurement field

4. Assists with presentations to college and District staff regarding purchasing policies, processes, and timelines and confers with supervisor and co-workers to improve customer service to the colleges

5. Uses a variety of computer software to produce and archive documents created by the purchasing process and to perform administrative tasks such as scheduling meetings and arranging meeting logistics

6. Under direction, may administer District-wide procurement related tools such as procurement cards, gasoline cards, contract management software, and District Bid Portal

7. Researches and documents vendor information

8. Composes or reviews a variety of correspondence, memoranda, announcements, reports, and other written materials as assigned

9. Reviews requisitions for accurate item description, quantity, tax, vendor, and compliance with purchasing policies

10. Confers with college and District Office staff to correct missing or inadequate information

11. Assists Senior Buyer with day-to-day purchasing functions as needed

12. Obtains competitive quotes, receives, checks and tabulates results of quotes; interviews, confers and corresponds with vendors and contractors regarding goods and services in conjunction with management and other staff; assists with planning timelines, staffing needs, procedures, and materials for bidding and other projects

13. Under direction of Supervisor updates and maintains the purchasing website and online library of purchasing procedures, guidelines, forms, and contracts

14. Performs other related duties as assigned

Minimum Qualifications:
• A combination of education and experience equivalent to an Associate’s degree in marketing, business administration, or a closely related field• Successful work experience of increasing responsibility that has included demonstrated skills in volume buying, specification development, securing and evaluation of bids, commodity pricing methods and discounts, and selection of various supply sources• Demonstrated cultural competence, sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds of community college students, faculty, and staff• Excellent oral and written communication, including demonstrated skill in giving clear and concise instructions• Demonstrated advanced skills in composing business correspondence and other documents using Microsoft Office Suite• Possession of a valid California Driver’s License (or the ability to obtain one) and the ability to drive a motor vehicle to off-site locations

Physical Requirements:
This classification requires manual dexterity, the use of a keyboard, mouse, and computer for extended periods of time; pushing, pulling, reaching, moving objects of moderate weight; and driving a motor vehicle to off-site location in order to perform the essential functions.

Equivalence to Minimum Qualifications:

Knowledge, Skills and Abilities:
1. Knowledge of the procedures used in procurement and volume purchasing, bidding procedures, vendor selection, pricing, invoicing, shipping and quality control, and documentation.

2. Knowledge of resources available to research and select vendors.

3. Skill in use of the Microsoft Office Suite, Adobe Creative Suite, web-based content management systems software and internet tools to compose business correspondence and documents, develop spreadsheets, research, enter, modify, format and present statistical, financial and other data for reports.

4. Skill in exercising patience and persistence to obtain best value, competitive pricing.

5. Skill in problem analysis and solving methods.

6. Skill in effective written and oral communication (including correct English usage: grammar, spelling, vocabulary, and punctuation)

7. Skill in planning, project coordination, and evaluation.

8. Skill in respectful, tactful and sensitive interaction with people who are diverse in their academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds.

9. Skill in providing training to employees.

10. Skill in working efficiently and accurately under deadline pressure.

11. Ability to work effectively as part of a dynamic customer service team that maintains a standard of excellent customer service to internal and external customers in a variety of business situations.

Preferred Qualifications:

Benefits include paid holidays, vacation and sick leave. The District pays all or a portion of monthly medical plan premiums (depending on the coverage) and pays all of the monthly dental and vision plan premiums for employees and eligible dependents. Additional paid benefits include life insurance, salary continuance insurance, and an Employee Assistance Program. Classified employees participate in the Public Employees’ Retirement System, a defined-benefit retirement plan through the State of California. Optional tax-deferred 403(b) and 457 retirement plans are also available.

Open Date: 04/05/2018
First Review Date: 04/26/2018
Close Date:
Open Until Filled: Yes

Special Instructions Summary:
Required Application Materials All applicants are required to submit: 1. A completed online District application form (go to to complete the application and to apply for this position). 2. A resume that details all relevant education, training, and other work experience. 3. A cover letter of no more than 3 pages that addresses the applicant’s cultural competence, sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds of community college students, faculty, and staff as well as the applicant’s qualifications as they relate to the requirements, knowledge, skills, and abilities listed in this announcement. Candidates for interview will be selected from among those who most closely meet the requirements and knowledge, skills and abilities. Meeting the minimum qualifications does not guarantee an interview. As part of the interview process, candidates may be asked to demonstrate job-related knowledge and skills. For questions related to this posting, please contact: SMCCCD Office of Human Resources 3401 CSM Drive, San Mateo, CA 94402 Tel.: (650) 574-6555 Fax:(650) 574-6574 Web Page:

Conditions of Employment:
Prior to employment, the selected candidate will be required to complete the following:

1. Submit official transcripts (applies to all faculty or educational administrative positions)
2. Submit verifications of prior employment
3. Satisfactory references
4. Successfully being cleared for employment through the background checking process

In addition to background checks, the District may review publicly available information about a candidate on the Internet. If a candidate is aware of incorrect or inaccurate information that is available on the Internet, the candidate is welcome to address such an issue with the Office of Human Resources.

5. Present original documents for proof of eligibility to work in the United States
6. Approval of your employment by the SMCCCD Board of Trustees
7. Provide a certificate of Tuberculosis exam for initial employment.
8. Have fingerprints taken by a Live Scan computer (Clearance must be received prior to first day of employment). Please note that the California Education Code requires, in part, that community college districts shall not employ or retain in employment persons in public school service who have been convicted of certain felonies, a misdemeanor drug charge (including alcohol offenses) or misdemeanor moral turpitude (sexual offense) crime. However, consideration may be given to those whose drug convictions occurred more than five years ago. A conviction for other crimes may not necessarily disqualify you from the job for which you may be applying.

EEO Statement:
The San Mateo County Community College District is an Equal Opportunity Employer that seeks to employ individuals who represent the rich diversity of cultures, language groups, and abilities of its surrounding communities.

Applicants who have disabilities may request that special accommodations be made in order to complete the selection process. Accommodation request forms and a copy of the Americans with Disabilities Act applicant procedures are available in the Office of Human Resources.

Annual Security Report:
San Mateo County Community College District’s (SMCCCD) 2017 Annual Security Report (ASR), required by the Clery Act, includes statistics for the previous three years concerning reported crimes that occurred on campus; in certain off-campus buildings owned or controlled by SMCCCD; and on public property within, or immediately adjacent to and accessible from SMCCCD. Our 2017 Annual Security Report also outlines various campus safety and security policies, such as those concerning crime reporting, prevention and response to sexual and gender violence, alcohol and drug use, crime prevention, emergency response and evacuation procedures, and other matters. The 2017 Annual Security Report also includes important tips to help every member of the community remain safe and avoid becoming a victim of crime. The 2017 Annual Security Report is now available at You can also obtain a copy of this report by contacting the Department of Public Safety at the District Office or any of the three Campuses (650) 738-7000.

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Job No:
Posted: 4/6/2018
Application Due: 6/18/2018
Work Type: