Current Work Schedule (days, hours): Monday - Friday, 8:00am - 5:00pm
Salary Range: 79
Salary: Steps 1 - 6, $4,067 - $5,191 per month
Health & Welfare: The College contributes $10,946 toward annual premium for medical, dental, vision and life insurance coverage. 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 MetLife Social Security Alternative Plan. *Note Salary and Health & Welfare Benefits are subject to change.
Department: Fiscal Services
Open Date: 07/12/2017
Open Until Filled: Yes
Basic Function/Overview: DEFINITION Under general supervision, performs responsible purchasing and procurement work, including purchasing a variety of services, materials, supplies, and equipment according to District purchasing policies and practices and requisition specifications; interviews suppliers, obtains prices, quotes, product information, and technical data for review by the Director, Purchasing.
SUPERVISION RECEIVEDANDEXERCISED Receives general supervision from the Director, Purchasing. Exercises no supervision of staff.
CLASS CHARACTERISTICS This is the journey-level class in the Buyer series. Incumbents perform the full range of departmental purchasing and procurement activities and programs. Responsibilities require the use of tact, discretion, and independent judgment. Incumbents at this level receive only occasional instruction or assistance as new or unusual situations arise and are fully aware of the operating procedures and policies of the work unit. Successful performance of the work requires thorough knowledge of governmental procurement practices and procedures, purchasing, and formal and informal bid processes. This class is distinguished from the Senior Buyer in that the latter is responsible for more complex and higher-level purchasing functions, often requiring larger dollar amounts and complex formal bids and requests for proposals, and exercises a higher level of discretion and independent decision-making.
Essential Duties/Major Responsibilities:
• Procures services, supplies, materials, and equipment for the operation of the District, ensuring that all procurement policies, applicable purchasing practices and standards, and bid processes are met. • Reviews, examines, and processes requisitions, purchase orders, insurance certificates, and other related documents to ensure compliance with established purchasing procedures, and to confirm funding availability. • Provides information and guidance to District divisions/departments regarding their purchasing needs and specifications for services, supplies, and equipment. • Prepares financial analyses and cost comparisons to determine the cost-effectiveness of acquiring equipment and services for the District. • Obtains quotes for stock and special order items; researches availability, quality, and price of services, equipment, and supplies. • Maintains general office supply standing purchase orders for the District. • Evaluates available products and services from various sources; and develops procurement solutions. • Coordinates procurements with District departments to meet needs within available budgets. • Completes, reviews, and/or approves procurement documentation. • Compiles product requirements and specifications and obtains verbal or written bids, reviews bids; makes recommendations regarding the selection of vendors; maintains related files. • Maintains good working relationships with vendors/contractors; assists in resolving discrepancies and disputes; maintains related files and databases. • Follows up on completing and receiving outstanding purchase orders. • Receives and responds to inquiries from other employees and vendors regarding procurement policies and procedures. • Prepares and distributes purchasing reports to individual District divisions/departments and the Director, Purchasing. • Performs general office/administrative work as necessary, including typing reports and correspondence, entering data into the computer and generating computer reports, backing up computer files, answering the telephone, copying and filing documents, sending and receiving faxes, assembling materials, etc. • Learns and applies emerging technologies and, as necessary, to perform duties in an efficient, organized, and timely manner.
Performs related duties as assigned
• Modern principles, practices, and methods of public and governmental purchasing and procurement programs and processes and their application to District operations. • General principles and practices of data processing and its applicability to purchasing. • Applicable Federal, State, and local laws, regulatory codes, ordinances, and procedures relevant to District purchasing operations. • Principles and practices of business organization and public administration. • Practices and techniques of automated and manual financial document processing and record-keeping. • Modern office practices, methods, and computer equipment and computer applications, including word processing, database, and spreadsheet software. • English usage, grammar, spelling, vocabulary, and punctuation. • Techniques for providing a high level of customer service by effectively dealing with the public, vendors, students, and District staff, including individuals of various ages, disabilities, socio-economic and ethnic groups.
Skills and Abilities:
• Research and utilize data and information to achieve cost effective results. • Negotiate bids, purchase orders, and/or pricing schedules for services, supplies, and equipment. • Advise and explain purchasing policies, procedures, and standards. • Maintain accurate financial records and reports for informational, auditing, and operational use. • Interpret, apply, explain, and ensure compliance with Federal, State, and local policies, procedures, laws, and regulations. • Review and verify accuracy of data. • Prepare basic budgetary and financial analyses. • Make accurate arithmetic, financial, and statistical computations. • Enter and retrieve data from a computer with sufficient speed and accuracy. • Establish and maintain a variety of filing, record-keeping, and tracking systems. • Understand and carry out a variety of complex instructions in a responsible and independent manner. • 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. • Operate modern office equipment including computer equipment and specialized software applications programs. • Use English effectively to communicate in person, over the telephone, and in writing. • Understand scope of authority in making independent decisions. • Review situations accurately and determine appropriate course of action using judgment according to established policies and procedures. • Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.
Minimum Qualifications/Education & Experience:
Equivalent to the completion of the twelfth (12th) grade supplemented by college-level coursework at a regionally accredited college in purchasing, business administration, business law, or related courses and two (2) full-time equivalent years of procurement or purchasing experience, preferably in a public agency.
Experience in a public agency preferred.
License(s) & Other Requirements: Incumbent may periodically be required to travel to a variety of locations. If operating a vehicle, employees must have the ability to secure and maintain valid California driver’s license.
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 and/or public and private representatives 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, to visit various District and meeting sites; vision to read printed materials and a computer screen; and hearing and speech to communicate in person, before groups, and over the telephone. This is primarily a sedentary office classification although standing in work areas 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 weighing up to 25 pounds.
Instructions re: Confidential Letter of Recommendation:
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: http://www.mtsac.edu/safety/pdf/2014ASRFinal.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.
Examination Requirements: A review of applicants’ experience and qualifications will be conducted. Based on that evaluation, only applicants that provided all required documents and met the minimum qualifications will be qualified to participate in the next step of the application process. An Examination Notification will be emailed inviting qualified applicants to attend the Administrative Specialist IV exam. The exam occurs approximately 1-2 weeks after the initial screening date. Applicants who do not receive the Examination Notification email will not be allowed to participate in the examination process. During the exam, mobile phones must be turned off; calculators OK. You must present photo ID. Please park in parking lot F. NOTE: Metered and accessible spaces are excluded without proper vehicle identification or payment.
Typing Certificate Requirements:
Complete application packets will be accepted until the position is filled; however, those submitted by 11:59 p.m. (PST) on August 8, 2017 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. Two 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 (if applicable) 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.
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: firstname.lastname@example.org.
TRAVELPOLICY: 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.
THE MT. SANANTONIOCOLLEGEDISTRICTWILLNOTSPONSORANYVISAAPPLICATIONS.
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.
Human Resources at 1100 N. Grand Avenue, Walnut, CA 91789-1399. Human Resources: (909) 274-4225. E-mail: email@example.com
Selection Procedure: A committee will evaluate applications, taking into account breadth and depth of relevant education, training, experience, skills, knowledge, and abilities. Interviews may include a writing sample, committee presentation, and/or performance test. The start date will be following 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.
EEO Policy: It is the policy of Mt. San Antonio College that harassment is prohibited and that all persons shall receive equal employment and educational opportunities without regard to sex, race, color, ancestry, religious creed, national origin, age (over 40), medical condition (cancer), mental disability, physical disability (including HIV & AIDS), marital status, sexual orientation, or Vietnam Era Veteran Status. This nondiscrimination policy covers Family and Medical Care Leave and Pregnancy Disability Leave. Contact the Office of Human Resources if you need any special accommodations to complete the application process at 909.594.5611, ext. 4225. Mt. San Antonio College is an Equal Opportunity Employer
Conflict of Interest: Conflict of Interest
Cancel RTF Policy: WE RESERVE THE RIGHT TO RE-OPEN, RE-ADVERTISE, DELAY OR CANCEL FILLING THIS POSITION. THIS RECRUITMENT MAY BE USED TO FILL FUTURE VACANCIES.