Purchasing Operations Coordinator, Risk Management, Purchasing & Receiving
Yosemite Community College District
Purchasing Operations Coordinator, Risk Management, Purchasing & Receiving
Salary: Range 32 – $3,963 to $5,058 per month
2017-18 Classified Salary Schedule
40 hours per week, 12 months per year
8 hours per day 5 Days per week
Monday through Friday: 8:00 am to 5:00 pm
(May include evenings & weekends)
Appointments are hired at the first step of the range. The second step is paid after the first year of satisfactory service with subsequent steps annually thereafter to a maximum sixth step.
Complete job description and application available online at: http://yosemite.peopleadmin.com/postings/3548
Under direction of the Director of Purchasing and Receiving Operations, performs technical procurement duties related to the purchasing of supplies, equipment, materials, and services for the District; coordinates with vendors and suppliers to procure specialized commodity needs and maintain general warehouse inventories; may serve as a lead worker by assigning, directing, training, and monitoring subordinate employees on a regular basis; and performs related work as assigned.
This is a specialized technical administrative class within the Yosemite Community College District (YCCD). Positions in this class perform advanced technical duties in support of one or more specialized District purchasing functions/commodity areas, while also performing general procurement duties related to the maintenance of standard warehouse inventories. Incumbents must utilize advanced technical knowledge of this specialized area to make decisions and complete assignments.
SUPERVISION RECEIVED AND EXERCISED
Incumbents in this class work under the direction of a manager, receiving occasional supervision while working toward a definite objective that requires use of a wide range of procedures. Incumbents plan and/or determine specific procedures or equipment required to meet assigned objectives and solve non- routine problems, referring only unusual matters to a supervisor.
An incumbent in this class does not directly lead or supervise other full-time employees, but may assign, direct and/or monitor the work of subordinate full time, part time, and/or student employees on a project or assignment basis.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The knowledge and ability requirements are representative of essential duties. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of the position.
• Principles, practices, methods, and techniques of procurement.
• Methods and practices used in competitive bidding.
• Basic mathematical principles.
• Basic principles and practices of accounting; automated financial and purchasing record and database systems.
• Organization and coordination techniques utilized in the purchasing, warehouse, and distribution functions.
• Basic principles and practices of financial record keeping.
• Types and sources of materials, supplies, equipment, and services commonly used in the District.
• Modern office procedures and office equipment operations, including computers.
• Applicable laws, regulations, policies, and procedures governing the procurement process.
• Participate in a variety of complex purchasing activities for the District.
• Interpret and explain purchasing policies and procedures.
• Maintain accurate purchasing and accounting records.
• Select appropriate vendors and service providers to meet District needs.
• Utilize modem purchasing and accounting software.
• Communicate effectively, both orally and in writing.
• Establish and maintain effective working relationships with those contacted in the course of work.
Education and Experience:
Any combination of education, experience and/or training that would likely provide the above-required knowledge, skills, and abilities is qualifying. Typical background patterns that would provide the knowledge, skills, and abilities are:
• Education: Possession of an associate’s degree from an accredited college or university, with major coursework in business administration, finance, or a closely related field.
• Experience: Four years of increasingly responsible experience involving procurement of supplies, equipment, materials, and services, including at least one year of full-scope purchasing responsibility in an academic or public sector setting.
Example of Duties
EXAMPLES OF DUTIES (Illustrative Only)
• Purchases goods, materials, supplies and equipment to maintain general warehouse inventories and for one or more specialized commodity areas within the District, using predetermined specifications.
• Reviews requisitions and purchasing requests; creates purchase orders based on online and other requisitions; verifies budget information to establish availability and appropriateness of funding.
• Confers and counsels with District personnel, vendors, and manufacturers relative to product price, quality, and availability, as well as vendor service and delivery timelines; recommends and applies modifications to specifications, if needed.
• Prepares bid documents from draft specification materials supplied by District staff and other sources.
• Contacts vendors and invites quotations and bids.
• Organizes, tabulates, and prepares bid information; coordinates bid acceptance and opening processes; recommends and supports vendor selection.
• Negotiates with vendors and others to obtain an advantageous supply and purchase price; conducts necessary follow-up activities to finalize purchase order transactions.
• Prepares maintenance agreements and contract purchase orders for serviceable equipment in the District; maintains cellular phone users, numbers and standing purchase orders.
• Maintains vendor, consultant, and other procurement information in the computerized system; enters and maintains tax and other information, as needed, to support payroll and accounting functions; assists with federal and state tax reporting; contacts vendors and consultants for required tax information and forms.
• Coordinates warehouse inventory and stock activities; maintains the computerized inventory system; establishes and monitors physical inventories; prepares inventory reports; performs stock charge backs,
inventory adjustments, stock issues, price adjustments and inventory valuation activities as needed; coordinates and performs procurement activities necessary to maintain warehouse stock levels; works
with District staff and vendors to meet ongoing needs; plans and organizes activities, as needed, for yearly ordering requirements.
• May serve as a lead worker by assigning, directing, training, and monitoring subordinate staff on a regular, project, and/or assignment basis.
• Provides technical administrative support to management related to operational budget development and administration; prepares workload and other data summaries; tracks, and monitors expenditures.
• Serves as a technical resource to District regarding procurement policies and procedures.
• Coordinate, review, and participate in the work of the District Purchasing Department.
• Review District wide electronic requisitions prior to creation of Purchase Orders.
• Analyze requisitions and make recommendations as to commodities, which can be more economically purchased on a contract or other basis.
• Create computerized vendor files.
• Coordinate and participate in various work of purchasing and receiving teams; train, direct work assignments of staff.
• Use computer workstations to enter, store, and retrieve data on purchasing.
• Performs other related duties as assigned.
Licenses and Certificates:
• Depending upon assignment, a valid license to drive in California may be required.
YCCD is an Equal Employment Opportunity Employer.