Contracts Specialist

R-01807
San Diego County - District Office

Transforming lives through learning isn't just the vision of the Grossmont-Cuyamaca Community College District. It happens every day with our 30,000 students who take the first step in their higher education, become trained for a new career, or learn knowledge that transforms their world perspective.

The Grossmont-Cuyamaca Community College District honors a diverse academic community and fosters equity mindedness across our institutions. As such, the District is committed to eliminating achievement gaps among different student groups by promoting a culture of appreciation for diversity, equity, inclusivity, and social justice, and continuously examining our processes and practices through an equity lens.

The District provides an excellent health and welfare benefits package to its employees. We take care of our employees and have continued to offer medical, dental and vision coverage to eligible employees and their dependents at no charge for any of the plans we offer.

Become a part of this dedicated team in beautiful San Diego County!

Please read the entire job posting before your application is submitted. Important instructions to applicants are at the bottom of the page. Be attentive when applying as many of our positions require multiple attachments.


Please note: each page of the application will save upon clicking ‘next.' Draft applications can be accessed through the candidate home page.

Job Summary
Application Deadline: Thursday, June 15, 2023 at 11:59 p.m.

NOTE: Application materials that are submitted on the last day of application and are timed out will not be accepted.

Department: Purchasing and Contracts

Months worked out of the Year: 12 months

FTE: 1.0

Work hours: Monday - Friday, 8:00 a.m. - 4:30 p.m.

Shift Differential: None

Starting Salary Range:
Range: CL-38: $4,915 (Step A) or $5,198 (Step B)
Based on education and experience

Anticipated Start Date: August 2023

Job Description

SUMMARY:

Under the direction of an assigned supervisor, Purchasing and Contracts, provide complex technical assistance and perform a variety of responsible duties to coordinate and facilitate purchasing and contracts operations. Perform complex technical duties in the purchase of District supplies, materials, equipment and services including preparing detailed bid and proposal specifications.

ESSENTIAL FUNCTIONS:

Review and process requisitions for the purchase of materials, supplies, equipment, and services, including construction related services and public works contracts.

Prepare and write detailed formal specifications for bids and proposals; receive bids and proposals; tabulate and analyze date; recommend award based on price and conformance to specifications.

Prepare and submit contract documents for executions by all parties involved.

Perform reference checks on contractors/vendors recommend for award of contracts as required.

Perform complex research through various methods to determine legality and conformance of proposed contracts(i.e. Education, Public Contract, Government, Labor codes, contractor's state license board, prevailing wage laws, etc.). Make recommendations based on outcome of research.

Prepare, process, and administer service contracts; provide training and guidance to personnel as assigned.

Provide responsible office assistance to coordinate purchasing and contracts operations including reviewing and responding to correspondence, coordinating office communication and participating in various phases of construction contracts.

Review legal contracts for basic requirements and determine necessity of Board approval or ratification.

Assist in analyzing departmental activities and documents for compliance with district policies and governmental rules and regulations; prepare a variety of legal documents and materials such as public works contracts, interrogatories and easements.

Communicate with other district personnel and departments, attorneys, insurance representatives, consultants, inspectors and others to coordinate activities, exchange information and facilitate purchasing and contracts operations; attend various meetings and participate on committees as required.

Interpret and explain rules, regulations, policies and procedures related to purchasing and contracts functions to district personnel and the public in accordance with established procedures.

Develop and maintain a variety of records and files related to contracts, board material and other purchasing and contracts information and material.

SECONDARY FUNCTIONS:

Secure competitive financing proposals for lease-purchase contracts; negotiate with vendors/contractors on negotiable items on contracts and agreements; administer contracts for performance and compliance.

Prepare presentations, information and back up materials related to purchasing and contracts operations for board meetings; coordinate follow up activities for board action as required.

Attend board meeting as assigned.

Maintain departmental area(s) in a safe, clean and orderly condition; assure compliance with established safety procedures and regulations.

Conduct bid openings as required.

Contact contractors and vendors by mail or telephone regarding discrepancies in invoices, statements or performance of work; coordination with Accounts Payable staff.

Perform related duties as assigned.

KNOWLEDGE AND ABILITIES:

KNOWLEDGE OF:

• Use automated purchasing software.
  
• Purchasing methods, policies and procedures.
  
• Principles of office management and organization.
  
• Laws, rules and regulations related to government purchasing and contracts.
  
• Modern office practices, procedures and equipment, including telephone techniques and etiquette.
  
• Correct English usage, grammar, spelling, punctuation and vocabulary.
  
• Basic research methods.
  

ABILITY TO:

• Coordinate and facilitate office operations and activities.
  
• Learn district organization, operations, policies and objectives.
  
• Understand purchasing and contracts functions, operations, policies and procedures.
  
• Prepare, process and administer lease-purchase and public works contracts.
  
• Communicate effectively both orally and in writing.
  
• Analyze situations accurately and recommend effective course of action.
  
• Read and understand legal contracts.
  
• Interpret, apply and explain rules, regulations, policies and procedures.
  
• Maintain records and prepare reports.
  
• Work independently with little direction; plan and organize work to meet schedules and time lines.
  
• Understand and follow oral and written directions.
  
• Conduct research, compile and analyze information and calculate data.
  
• Operate a personal computer including various software packages to enter and retrieve data using keyboarding skills in an efficient and effective manner consistent with requirements of the position.
  
• Establish and maintain cooperative and effective working relationships with others.
  

EDUCATION:

Graduation from high school or equivalent supplemented by two years college-level coursework in purchasing and contracts, business administration or a related field.

EXPERIENCE:

Increasingly responsible contract experience, preferably including experience in the purchasing and contracts office of a public agency.

WORKING CONDITIONS:

Office environment; subject to frequent contacts with other district personnel, attorneys, consultants, contractors, etc.

Additional Information

SPECIAL INSTRUCTIONS TO APPLICANTS:

Applicants may find it helpful to refer back to the job posting, specifically the special instructions, while applying. Consider saving the job description or opening a new browser window.

*ATTENTION* Application materials with pictures or personal information will render your application incomplete. Please do not include any materials that were not asked for.

Having the following materials prepared and ready to attach BEFORE beginning the application may make the application experience more seamless.

REQUIRED APPLICATION DOCUMENTS (APPLICANTS MUST SUBMIT THE FOLLOWING THREE ITEMS):

A complete and current resume

A 1-page cover letter addressing how you meet the requirements of the position.

In an additional document (maximum 2 pages) please address the following 3 items:

• List specific automated/electronic financially/purchasing/accounting systems you are familiar with. Include the most common processes you perform on these systems.
  
  
• Describe your experience creating and issuing contracts. Include the average number of contracts you process on a monthly basis.
  
  
• Describe your experience drafting detailed and specifications for bids and proposals.
  

*ATTENTION* Please upload .doc, .docx, or PDF files. If you are working on Google Docs or Mac files please be sure to save under .doc or PDF for file to upload correctly.

Under Federal Law, employers are required to verify that all new employees are eligible for employment in the United States. Prior to appointment to a position, you must present acceptable proof of your identity and authorization to work in the United States.

GCCCD is an Equal Employment Opportunity and Title IX employer.

Applicants who are protected under the Americans with Disabilities Act and who require accommodations for completing the application process or interviewing should notify the Human Resources Department by emailing D-HR-Jobs@gcccd.edu.

Offers of employment are contingent upon successful fingerprint clearance. A processing fee plus Live Scan fee will be required.


To apply, visit https://gcccd.wd1.myworkdayjobs.com/en-US/gcccdcareers/job/San-Diego-County---District-Office/CONTRACTS-SPECIALIST_R-01807.

The Grossmont-Cuyamaca Community College District, a two-college district in eastern San Diego County, has been providing a high-quality education to the region since Grossmont College opened its doors in 1961 and Cuyamaca College began operating in 1978. The district is tied closely to the suburban and rural communities that it serves, providing a $1 billion economic impact to the region through its payroll, purchasing, and spending by students and alumni.

The district has a strong commitment to diversity and equity with a student population representing a broad variety of backgrounds, ethnicities, socioeconomic levels, cultures and abilities. The district strives to provide an educational environment that fosters cultural awareness, mutual understanding, and respect that ultimately also benefits the global community.

The colleges offer more than 150 degrees and certificates in a wide range of programs. Both colleges have signature programs that have become well-renowned. Grossmont College is recognized for its top-notch Administration of Justice, Culinary Arts, Nursing and Allied Health and Theatre Arts programs, while Cuyamaca is known for its Automotive Technology, Ornamental Horticulture, Environmental Health and Safety and Water/Wastewater Technology programs.





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