Director, Purchasing, Printing & Mail Services (Position Extended)

Job description



Director, Purchasing, Printing & Mail Services (Position Extended)

Position Number: 2013141125
Department: Fiscal Services
Job Category: Management
Time (Percent Time): 100%
Term (months/year): 12 months/year
Current Work Schedule (days, hours): Monday - Friday, 8:00 a.m - 5:00 p.m.
Salary Range: M-17
Salary: Steps 1-6: $144,588 - $158,940 annual
Shift Differential:
Open Date: 03/16/2021
Initial Screening Date: 05/17/2021
Open Until Filled: Yes

Application Procedure:
Complete application packets will be accepted until the position is filled; however, those submitted by 11:59 p.m. (PST) on May 17, 2021 (Initial Screening Date) are assured consideration.

Applicants must submit all of the following materials online at http://hrjobs.mtsac.edu to be considered for this position:

1. A Mt. San Antonio College online application.

2. A cover letter describing how the applicant meets the required education and experience.

3. A detailed résumé that summarizes educational preparation and professional experience for the position.

4. Three (3) letters of recommendation that reflect relevant experience (do not use social media or professional networks as a means to provide letters of recommendation).

5. College and/or university transcripts showing the awarded/conferred degree are required and must be submitted with the online application by all applicants, including current or former employees of the college, to demonstrate that the required educational qualifications are met. Unofficial transcripts are acceptable at the time of application; however, copies of diplomas are not accepted in lieu of transcripts.


Health & Welfare:
The College contributes an annual premium up to the family coverage amount for Kaiser Permanente $15 office visit medical, DeltaCare HMO dental, VSP vision and life insurance plans. Lifetime retirement benefits provided for eligible retirees.

The District participates in the Public Employees’ Retirement System (PERS), State Teachers’ Retirement System (STRS) retirement programs, and National Benefit Services.

*Note Salary and Health & Welfare Benefits are subject to change


Basic Function/Overview:
DEFINITION
Under general direction, plans, organizes, oversees, coordinates, and reviews the work of staff performing difficult and complex professional, technical, and administrative support related to the activities of the Purchasing Department, including centralized purchasing, printing services, and mail services; manages the effective use of College and department resources to improve organizational productivity and customer service; provides highly complex and responsible support to the Associate Vice President, Administrative Services in areas of expertise. This position is overtime exempt.

SUPERVISION RECEIVED AND EXERCISED

Receives general direction from the Associate Vice President, Administrative Services. Exercises direct and general supervision over professional, technical, and administrative support staff.

CLASS CHARACTERISTICS

This is a management classification that manages all activities of the Purchasing Department. Responsibilities include performing diverse, specialized, and complex work involving significant accountability and decision-making responsibility. The incumbent organizes and oversees day-to-day activities and is responsible for providing professional-level support to the Associate Vice President, Administrative Services in a variety of areas. Successful performance of the work requires an extensive professional background as well as skill in coordinating departmental work with other departments and divisions. This class is distinguished from the Associate Vice President, Administrative Services in that the latter is a senior-level department-head classification with responsibility for directing and overseeing
all functions of the Fiscal Services Department as well as developing, implementing, and interpreting public policy.


Essential Duties/Major Responsibilities:
EXAMPLES OF ESSENTIAL FUNCTIONS (Illustrative Only)
1. Plans, manages, and oversees the daily functions, operations, and activities of the Purchasing Department, Printing Services, and Mail Services, including the purchase of goods and services and the review and approval of highly complex and comprehensive contracts and services agreements.
2. Participates in the development and implementation of goals, objectives, policies, and priorities for the department; recommends within departmental policy, appropriate service and staffing levels; recommends and administers policies and procedures.
3. Participates in the development, administration, and oversight of the department budget.
4. Develops and standardizes procedures and methods to improve and continuously monitor the efficiency and effectiveness of assigned programs, service delivery methods, and procedures; assesses and monitors workload, administrative and support systems, and internal reporting relationships; identifies opportunities for improvement and makes recommendations to the Associate Vice President, Administrative Services.
5. Participates in the selection of, trains, motivates, and evaluates assigned personnel; works with employees on performance issues; recommends discipline to the Associate Vice President, Administrative Services.
6. Manages, directs, organizes, and participates in all activities related to the College’s purchasing function, including the purchasing of materials, equipment, and services, and the inventory functions; manages the disposal of surplus, salvage, and/or obsolete items.
7. Purchases supplies, services, and equipment; prepares and obtains quotations; prepares and issues purchase orders using an automated purchasing system.
8. Processes claims with vendors for damaged materials; monitors invoices for accuracy; obtains credits and refunds where appropriate.
9. Formulates, reviews, approves, and processes all College service contracts, purchase orders, and warranties and works with legal counsel, as appropriate; maintains contact and negotiates with vendors; keeps informed of market conditions and new products; evaluates vendor performance.
10. Supervises and participates in the development of bid specifications and requests for proposals; solicits and analyzes bids; completes bid distribution and opening.
11. Develops reports for bid awards and recommends approval to the executive management and Board of Trustees.
12. Ensures that workers’ compensation and liability insurance coverage for the College is obtained and maintained for contracts involving work on campus by outside agencies and personnel.
13. Oversees the College’s Labor Compliance Program.
14. Confers with division/department representatives to determine purchasing needs, specifications, and areas of standardization of equipment, supplies, and suppliers.
15. Coordinates services with other College departments and divisions and with outside agencies; coordinates a cooperative purchasing program; interprets and ensures compliance with Federal and State codes and regulations and College Board policies and procedures related to purchasing.
16. Prepares periodic reports related to department activities; plans, directs, and coordinates year-end fixed assets physical inventory.
17. Provides information to departments requesting status of requisitions and anticipated delivery dates.
18. Verifies availability of budgeted funds for the purchase of equipment, supplies, and services.
19. Provides highly complex staff assistance to the Associate Vice President, Administrative Services; develops and reviews staff reports and other necessary correspondence related to assigned activities and services; presents reports to various commissions, committees, and boards.
20. Ensures other divisions/departments are operating in compliance with College policies, federal and state tax law.
21. Reviews account payable warrant registers and serves as one of the College’s bank check signatories.
22. Conducts a variety of organizational studies, investigations, and operational studies; recommends modifications to assigned programs, policies, and procedures, as appropriate.
23. Attends and participates in professional group meetings; stays abreast of new trends and innovations in the field of purchasing; researches emerging products and enhancements and their applicability to College needs.
24. Monitors changes in regulations and technology that may affect assigned functions and operations; tests and implements upgrades of automated enterprise application systems; implements emerging technologies related to the purchasing function; implements policy and procedural changes after approval.
25. Receives, investigates, and responds to difficult and sensitive problems and complaints in a professional manner; identifies and reports findings and takes necessary corrective action.
26. Learns and applies emerging technologies and, as necessary, to perform duties in an efficient, organized, and timely manner.
27. Provides a working and learning environment that is free from prohibited discrimination, harassment and retaliation (DHR), and provided by applicable law and College policies. Attends College mandated DHR training and participates in DHR investigations as directed. Assist in providing information and resources to forward DHR complaints and reporting possible DHR complaints to the Director, Equal Employment Opportunity Programs in Human Resources and other appropriate authority as necessary.
28. Performs other related duties as assigned.


Other Duties:
Performs related duties as assigned.


Knowledge Of:
Knowledge of:

1. Administrative principles and practices, including goal setting, program development, implementation, and evaluation, and project management.
2. Principles and practices of public agency finance, including central purchasing, and inventory functions.
3. Principles and practices of public agency budget development and administration and sound financial management policies and procedures.
4. Principles and practices of employee supervision, including work planning, assignment, review and evaluation, and the training of staff in work procedures.
5. Applicable federal, state, and local laws, regulatory codes, ordinances, and procedures relevant to assigned area of responsibility.
6. Organization and management practices as applied to the development, analysis, and evaluation of programs and operational needs of the assigned department.
7. Recent and on-going developments, current literature, and sources of information related to the operations of the assigned department.
8. Record-keeping principles and procedures.
9. Modern office practices, methods, and computer equipment and applications related to the work.
10. English usage, grammar, spelling, vocabulary, and punctuation.
11. Techniques for effectively representing the College in contacts with governmental agencies,
community groups, and various business, professional, educational, regulatory, and legislative
organizations.
12. Techniques for providing a high level of customer service by effectively dealing with the public, vendors, students, and College staff, including individuals of various ages, disabilities, socio-economic and ethnic groups.


Skills and Abilities:
Skills and Abilities to:

1. Recommend and implement goals, objectives, and practices for providing effective and efficient services.
2. Plan, direct, manage, and oversee a comprehensive public agency purchasing program.
3. Manage and monitor complex projects, on-time and within budget.
4. Plan, organize, assign, review, and evaluate the work of staff; train staff in work procedures.
5. Evaluate and develop improvements in operations, procedures, policies, or methods.
6. Prepare clear and concise reports, correspondence, policies, procedures, and other written materials.
7. Analyze, interpret, summarize, and present administrative and financial information and data in an effective manner.
8. Interpret, apply, explain, and ensure compliance with federal, state, and local policies, procedures, laws, and regulations.
9. Conduct complex research projects, evaluate alternatives, make sound recommendations, and prepare effective technical staff reports.
10. Effectively represent the department and the College in meetings with governmental agencies, community groups, and various businesses, professional, and regulatory organizations, and in meetings with individuals.
11. Establish and maintain a variety of filing, record-keeping, and tracking systems.
12. Organize and prioritize a variety of projects and multiple tasks in an effective and timely manner; organize own work, set priorities, and meet critical time deadlines.
13. Operate modern office equipment including computer equipment and specialized software applications programs.
14. Use English effectively to communicate in person, over the telephone, and in writing.
15. Understand scope of authority in making independent decisions.
16. Review situations accurately and determine appropriate course of action using judgment according to established policies and procedures.
17. Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.


Minimum Qualifications/Education & Experience:
Education and Experience:

Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be:
Equivalent to graduation from a regionally accredited four-year college or university with major
coursework in accounting, finance, business administration, or a related field and five (5) years of
management and/or administrative purchasing experience. Experience in a purchasing office in a public agency and experience with complex integrated purchasing enterprise application system are highly desirable.


Equivalencies:


Preferred Qualifications:


License(s) & Other Requirements:


Examination Requirements:


Working Environment:
Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may interact with staff, students, and/or the public in interpreting and enforcing departmental policies and procedures.


Physical Demands:
Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; to operate a motor vehicle and to visit various District and meeting sites; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone. This is primarily a sedentary office classification although standing and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects up to 20 pounds.


Hazards:


Conditions of Employment:
Official offers of employment are made by Mt. San Antonio College Human Resources and are made contingent upon Board approval. It is also required that a final offer of employment will only be made after the candidate has successfully been live-scanned and clearance for employment is authorized by Human Resources. Costs for live-scan services shall be borne by the candidate.

Notice to all prospective employees - The person holding this position is considered a ‘mandated reporter’ under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in Administrative Procedure 3518, titled Child Abuse Reporting, as a condition of employment.

As required by the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, the Mt. San Antonio Community College Annual Security Report is available here: https://www.mtsac.edu/safety/pdf/ASR_2017.pdf

The person holding this position is considered a ‘Responsible Employee’ under Title IX of the Educational Amendments Act of 1972 and is required to report to the College’s Title IX Coordinator all relevant details reported to him or her about an incident of alleged sexual misconduct including sexual harassment, sexual assault, dating and domestic violence and stalking.


Typing Certificate Requirements:


Special Notes:
Please note: A confirmation number will be assigned when your application packet indicates the supplemental questions have been answered and a document has been attached to each required link. Assistance with the online application process is available through the Office of Human Resources at 1100 N. Grand Avenue, Walnut, CA 91789-1399. Human Resources: (909) 274-4225. E-mail: [email protected]

DO NOT include photographs or any demographic information (e.g. D.O.B, place of birth, etc.).

TRAVEL POLICY: Costs associated with travel in excess of 150 miles one way from residence for the purpose of an interview will be reimbursed up to $500 maximum. Relocation costs will be borne by the successful candidate. Travel reimbursement claims (original receipts) must be submitted no later than 30 days following the interview date.


Foreign Transcripts:
Foreign Transcripts: Transcripts issued outside the United States require a course-by-course analysis with an equivalency statement from a certified transcript evaluation service verifying the degree equivalency to that of an accredited institution within the USA. This report must be attached with the application and submitted by the filing deadline.


Inquiries/Contact:
Human Resources at 1100 N. Grand Avenue, Walnut, CA 91789-1399. Human Resources: (909) 274-4225. E-mail: [email protected]


Selection Procedure:
A committee will evaluate applications, taking into account breadth and depth of relevant education, training, experience, skills, knowledge, and abilities. The screening committee reserves the right to limit the number of interviews granted. Meeting the minimum qualifications for a position does not assure the applicant of an interview.

Interviews may include a writing sample, committee presentation, and/or performance test. The committee will recommend finalists to the President/CEO and/or his designee for a second interview. The number of vacancies is dependent on student enrollment, College resources, needs, and Board of Trustees’ approval. The start date will follow Board approval and receipt of live scan clearance.


Special Instructions to Applicants:
To be guaranteed consideration, it is the applicant’s responsibility to ensure that all required materials are received before the initial screening date and time indicated on the job posting. Incomplete application packets will not be considered. All application materials will become College property, will not be returned, and will not be copied. Please visit our employment website at http://hrjobs.mtsac.edu to complete and submit your application for this position.

Letters of Recommendation

The required letters of recommendation are not required to be confidential but if your reference prefers to send a confidential letter, please follow these instructions and notify your reference directly. To obtain a confidential letter of recommendation, you must enter the reference’s name and email address in the fields provided under the “Confidential References” section of the application.

NOTICE: In order for your reference to receive an email with a link to attach a confidential reference letter, you must complete your application and reach the status of “Under Review by HR”. It is recommended that you complete your application and reach this status well in advance of the deadline to provide your reference ample time to attach the letter.

It is the sole responsibility of the applicant to assure that all required and any optional documents are attached by no later than 11:59 PM PST of the initial screening date shown on the job posting.


EEO Policy:
The College is an equal opportunity employer. The policy of the College is to encourage applications from ethnic and racial minorities, women, persons with disabilities, and Vietnam-era veterans. No person shall be denied employment because of race, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, marital status, sex (gender), age, sexual orientation, or the perception that a person has one or more of these characteristics.


Conflict of Interest:
Mt. San Antonio College employees and the Board of Trustees members shall not engage in any employment or activity that is inconsistent with, incompatible with, or in conflict with Mt. San Antonio College’s Administrative Procedures (AP 2710 Conflict of Interest, AP 2712 Conflict of Interest Codes).


Cancel RTF Policy:
We reserve the right to reopen, re-advertise, delay, or cancel filling this position.


To apply, visit https://hrjobs.mtsac.edu/postings/8110





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Job No:
Posted: 3/16/2021
Application Due: 3/16/2033
Work Type: Full Time
Salary: