Description
Under the direction of the assigned manager, perform complex
analytical duties and leadership for the District related to
procurement contracts, shipping, receiving, warehouse, disposal of
surplus property, mailroom, inventory of fixed assets, records
retention program and minority vendor program; Prepare
specifications for both informal and formal bidding including all
construction projects; assist with assigned risk/ liability
programs and various supplies and services for the District; and
assure compliance with legal codes, laws, and District
policies.
DISTINGUISHING CHARACTERISTICS:
This is a management level class allocated only to the Department
of Procurement, Risk Management, and Auxiliary Services. The
Assistant Director is responsible for performing complex analytical
work and supervising direct reports in the areas of procurement
contracts, shipping, receiving, warehouse, disposal of surplus
property, mailroom, inventory of fixed assets, records retention
program and minority vendor program.
Responsibilities and Duties
ESSENTIAL FUNCTIONS:
- Assist with the development and preparation of the annual
budget for the procurement and contract services department;
analyze and review budget and projections, financial data; controls
and authorizes expenditures in accordance with established
guidelines.
Manage and oversee the day-to-day operational functions of the
procurement and contract services department.
Oversee the preparation and staging of surplus items for
auction, ensure the auction website is effectively maintained and
updated, monitor buyer inquiries and correspondence during the
auction, and supervise the accurate recording and reconciliation of
surplus items and payments.
Oversee staff in the receipt and distribution of daily incoming
mail, assign and track college mailboxes and combinations, and
ensure the consistent availability of necessary supplies.
Oversee campus-wide records retention processing including
categorizing, warehousing and proper disposal of records in
compliance with California Community College Education Code.
Interview, assign, coordinate, supervise, train, and evaluate
the work performance of staff.
Lead staff in the review of agreements, contracts, memorandums
of understanding and other related documents to determine risk and
liability exposure, ensuring compliance with all applicable federal
and states rules and regulations, California general statutes,
uniform guidance, and California Community College Chancellors
Office.
Lead assigned staff to obtain quotes, reviews and processes
purchase orders, to ensure compliance.
Recommend standard contract clauses for use in agreements,
contracts, and memorandums of understanding, solicitations and
purchase orders to minimize risk and liability exposure to the
District.
Contribute and present solutions for development and
implementation of process improvement, cost efficiencies, policies
and procedures within procurement and contract services. Including
initiatives for improvements of training of District staff.
Provide District staff with professional and technical
expertise and advice on compliantly procuring goods and services
including, request for proposals, bid strategy development,
supplier negotiations, and contract development.
Collaborate in the preparation of specifications, formal and
informal bids, proposals and quotations, to include review and
analysis of bids received.
May coordinate and conduct the formal bid process for
construction projects as needed.
Oversee the preparation of advertisement to selected vendors,
and the awarding of Requests for Proposal for services, materials
and equipment; and review and assemble scopes of work as
needed.
Develop and oversee procurement and contract services training,
and electronic procurement systems.
Assist, as needed, with the selection process of design
professional services and construction firms.
Co-develop fiscal year timelines for purchases; and ensure that
purchases are processed, received, and paid by the end of each
fiscal year.
Meet with the supplier community and representatives of vendor
companies to identify new sources for services and supplies to
support District initiatives.
Assist in the preparation of procurement and contract services
reports required to be submitted to the Board of Trustees for
approval.
Establish, implement, and maintain procedures regarding storage
of new and surplus equipment, mail services, supplies, records and
reports related to the procurement and contract services area.
Attend and conduct a variety of meetings as needed; participate
on assigned committees; attend workshops, conferences and training
sessions as assigned.
Perform related duties and responsibilities as assigned.
Qualifications
Knowledge of:
- Modern principles and practices of procurement, contracts,
warehousing, property control, shipping, receiving, mail services
and records retention.
- Effective management and supervisory principles and
practices.
- Modern computerized procurement, contracts, shipping, receiving
and fixed asset systems. Enterprise Resource Planning software
systems, computer and software applications.
- Sources of commodity markets.
- Education Code, Public Contract, Government Code, Labor Code
and other applicable laws.
- Material handling.
- Bid processing for procurement and construction.
- Basic accounting and fiscal concepts, methods, and
procedures.
- Principles and practices of budget preparation and
administration.
Ability to:
- Plan, schedule, oversee, and evaluate procurement activities
for greatest efficiency and service.
- Perform complex procurement and contracts functions.
- Plan, lead, and supervise the work of others in an effective
manner; and supervise and direct the work of assigned staff to
achieve the goals of the procurement and contract’s function.
- Maintain accurate procurement and contract services department
records.
- Interpret and explain procurement and contract services
departmental policies and procedures.
- Utilize Enterprise Resource Planning software.
- Select appropriate service providers to meet District
needs.
- Interpret market prices and trends.
- Prepare and maintain accurate and complete records and
reports.
- Meet schedules and timelines.
- Maintain confidentiality of information.
- Communicate effectively both orally and in writing.
- Support the District in achieving its mission, vision, and
strategic goals as appropriate in carrying out the duties of this
position.
- Focus on student success, service excellence, and willingness
to assist colleagues District-wide, as needed.
- Establish and maintain cooperative and effective working
relationships with all employees and others encountered in the
course of work.
- Demonstrate sensitivity to and understanding of the diverse
academic, socioeconomic, cultural, disability, gender identity,
sexual orientation, linguistic, and ethnic backgrounds and
disabilities of community college students and staff as
demonstrated by skills and abilities in cultural responsiveness and
cultural humility.
EDUCATION AND EXPERIENCE:
Any combination of
experience and training that would provide the required knowledge
and abilities is qualifying. A typical way to obtain the required
knowledge and abilities would be:
Education:
Bachelor’s degree from an accredited
college or university.
Experience:
Four years experience in procurement and
contracts with three years of management or leadership
experience.
OTHER CERTIFICATIONS, LICENSES, OR SPECIAL
REQUIREMENTS:
- The incumbent may be required to work evenings (including
attending board meetings) and other irregular hours including
weekends and holidays.
Supplemental Information
WORKING CONDITIONS:
Consistent with its obligations
under the law, the San Joaquin Delta College will provide
reasonable accommodation to any employee with a disability who
requires accommodation to perform the essential functions of their
job.
Physical Demands:
- Regularly perform desk-based computer tasks.
- Frequently sitting.
- Occasionally stand/walk, reach/work above shoulders, grasp
lightly/fine manipulation, grasp forcefully, use a telephone,
sort/file paperwork or parts, lift/carry/push/pull objects that
weigh up to 30 pounds.
- Rarely twist/bend/stoop/squat, kneel/crawl.
Work Environment:
Work primarily takes place indoors
within a warehouse or office environment; Work may take place
outdoor in a variety of extreme environmental and weather
conditions.
Hazards:
Work may involve exposure to loud machines,
gas, fumes, exhaust, dust, and dirt.
