The Position - Updated Minimum Qualifications
Title: Procurement Coordinator
Position Type: Full time
Requisition No: 21049
Supervisor: Controller/Executive Director of Finance
Last Updated: May 2021
Job Purpose: Administration of Contracting, Purchasing, and Asset Management
Location: Remote, various locations throughout California
Under the general direction of the Controller/Executive Director of Finance, perform a variety of professional-level duties pertaining to the purchases of goods and services for the District. Purchase materials, supplies, equipment, and services in accordance with all applicable laws, regulations and district policies; analyze quotes and sources of supply for best quality, price, and/or value. Assist with establishing and/or interpreting the design of purchasing related contracts; manage and monitor District-wide purchase-related contracts. Assist in compiling and preparing contract bid documents; establish and maintain contract records and ensure compliance with contractual terms and conditions. Assist with asset management including coordinating inventory control functions with accounting and program staff. Perform related duties as assigned.
Essential Job Duties and Responsibilities
The duties below are representative of the role and are not intended to cover all of the duties performed within the scope of work:
- Responsible for all aspects of the procurement process including preparation of quote analysis, source and pre-qualify suppliers, evaluate material and services, database maintenance, file management, invoice issue resolution, and audit support.
- Review, update and implement purchasing and contract management instructions, policies, and procedures. Provide training to staff on policies and procedures.
- Prepare, process, and administer service and independent consulting contracts; provide training and guidance to staff as may be required. Ensure contracts provide clear expectations of the work that contractors will perform and ensure that contractors perform that work satisfactorily before receiving payment.
- Prepare and review detailed specifications for bids and proposals; tabulate and analyze data; recommend awards; may assist with establishing agreements for commodities or services in which competitive bidding is not appropriate.
- Prepare purchase orders for equipment, supplies and services necessary for the operation of the District.
- Confer with user departments to provide information regarding available options, availability of items and performance of goods and services.
- Obtain information concerning products, services, delivery dates and vendors through product research which may include interviewing sales representatives, reading and understanding product literature, reviewing products, attending product demonstrations and seminars.
- Perform reference checks on contractors/ vendors recommended for award of contracts as required.
- Work closely with District General Counsel to review service contract language and content as needed.
- Prepare and submit purchasing related contract documents for executions by all parties involved.
- Perform complex research through various methods to determine legality and conformance of proposed contracts (i.e. Education, Public Contract, Government, Labor codes, Contractors State License Board, prevailing wage laws, etc.) Make recommendations based on the outcome of research.
- Assist with asset management including coordinating inventory control functions with accounting and program staff.
- Coordinate with other district employees, departments, general counsel, 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.
- Monitor compliance to contract requirements ensuring all conditions are satisfied before approval of the final invoice.
- Establish and update records of all correspondence related to contract activity.
- Prepare a variety of correspondence, statistics, reports, and documents; maintain a variety of files and records.
- Prepare professional-level analysis and other duties as required/assigned.
- Develop and issue competitive bid packages using RFQ/RFP process and monitor changes.
- Provide information and assistance to vendors and district personnel.
- Obtain information through service and product research that includes interviewing sales representatives, reading and understanding product literature, reviewing products, attending product demonstrations and seminars.
- Assist Accounting and Payroll Manager in updating and maintaining the District Purchasing Manual and other reference materials.
- Perform other related duties as assigned that support the objective of the position.
Knowledge, Skills, and Abilities
- Methods, procedures, and regulations used in Community College District purchasing operations.
- The administration of the purchasing process.
- Sources of supplies, materials, and equipment used in a Community College District.
- California Education and Contracts codes related to purchasing.
- Budget development, financial record keeping, and auditing principles and procedures.
- Automated purchasing system and requisition system.
- Principles and practices of purchasing, including the preparation of specifications, evaluations, and awarding bids.
- Modern purchasing methods, practices and ethical governmental procurement policies and practices.
- Acquire materials, supplies, and services in a timely and economical manner.
- Establish and foster a cooperative working environment.
- Perform duties in a professional and businesslike manner to vendors, District Staff, and College representatives.
- Meet deadlines and perform multitask assignments with interruptions.
- Communicate effectively both orally and in writing.
- Demonstrate understanding of, sensitivity to, and respect for the diverse academic, socio-economic, ethnic, religious, and cultural backgrounds, disability, and sexual orientation of community college students, staff, and faculty.
- Four (4) years of experience performing accounts payable and/or purchasing. Experience in public sector procurement desired. Must have experience in the supervision and training of purchasing staff, buying, and the administration of an automated purchasing system. Experience in fixed asset inventory, stores inventory, and purchasing database maintenance. Demonstrated skill in business math, financial record keeping and auditing principles and procedures and/or any combination of training and/or experience that could likely provide the desired knowledge and abilities to perform the duties of the job.
- Demonstrated proficiency in the operation and use of office productivity software for word processing, spreadsheet and database management, and presentation software programs (e.g., Google Suite and MS Office Suite,) utilizing MacBooks, personal computers, internet browsers, websites, and Email.
- A Bachelor’s Degree from an accredited college or university in Business Administration.
- Experience in public sector procurement desired.
- 5 years of purchasing experience.
- Experience working with purchasing modules in a financial software system, or an enterprise procurement system.
- Experience buying a variety of high-volume and high-value goods or services.
- Possess professional customer service skills.
Working Conditions and Travel
- Calbright College is a statewide online college where all instruction and support are done via various online technologies both in person and remotely. Calbright College has administrative offices in Sacramento available for use. When working remotely, employees should be able and willing to use digital communication tools as used by the college, and have the ability to work on a computer for extended periods of time.
- Regular attendance is considered an essential job function; the inability to meet attendance requirements may preclude the employee from retaining employment.
- 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 Calbright College policies, procedures, and Title IX.
- Calbright College celebrates all forms of diversity and is deeply committed to fostering an inclusive environment within which students, staff, administrators, and faculty thrive. Individuals interested in advancing Calbright College’s strategic diversity goals are strongly encouraged to apply. Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose.
- Requires the ability to function in a remote online instructional environment performing work of primarily a sedentary nature. Requires the ability to use hearing and speech to make presentations to groups and carry on conversations over the phone and in person. Requires speaking skills to communicate with staff and students in one-on-one and small group settings, on the phone, and to distinguish sound prompts from various types of equipment. Requires near visual acuity to read printed materials and computer screens. Requires sufficient hand/arm/finger dexterity to retrieve work materials, operate a personal computer keyboard, and operate standard office equipment. Requires the ability to lift and/or move up to 25 pounds.
- Work is performed indoors where minimal safety considerations exist.
Equal Employment Opportunity
Calbright College provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, veteran status, disability or genetics. In addition to federal law requirements, Calbright College complies with applicable state and local laws governing nondiscrimination in employment.
Who We Are
Calbright College is one of California’s newest community colleges – the first statewide, online campus designed to bridge the gap between employers with unfilled positions and students who don’t have either the time or money to attend a traditional school. Our mission is to increase economic mobility and close equity gaps for working adults who lack easy access to traditional forms of higher education by offering online, flexible, affordable skills-based programs that provide tangible economic value for both working adults and hiring managers.