Purchasing Coordinator

Salary: $30.80 Hourly
Job Type: Full-Time
Job Number: 2425-00019
Closing: 10/27/2024 11:59 PM Pacific
Location: Rocklin, CA
Division: Administrative Services

Description

Under direction of the General Services Manager, coordinates District-wide procurement operations and ensures timely distribution of supplies, equipment and services to faculty and staff; maintains records and prepares reports related to the procurement function; performs a variety of administrative support functions relative to assigned area of responsibility; and confers with higher level management staff on issues regarding District-wide procurement.

Need Help With Your Online Account?

• Use the online Help Guide or contact the NEOED Applicants Support Line at 855-524-5627 if you need assistance with your online applicant account.
• Applicant Support is available between 6 a.m. and 5 p.m. Pacific Time, Monday through Friday.

If you have any questions about this position, please contact the Human Resources Department at hr@sierracollege.edu.

Examples Of Functions and Tasks


The following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices.

1. Coordinates work flow for District procurement and distribution functions; develops and revises procedures as necessary to comply with applicable legal requirements.
2. Leads, trains and reviews the work of assigned staff; responds to questions and inquiries from staff and provides assistance with more complex procurement transactions.
3. Assists in the preparation and review of bid packages for Board of Trustee approval and distribution to vendors; ensures confidentiality of information.
4. Receives and reviews requisitions; discusses requested supplies with appropriate staff; ensures compliance with established District specifications for computer technology, ergonomics and other standards; re-writes requisitions to include necessary information.
5. Ensures verification of budget availability for requisitions; communicates with appropriate division and accounting staff to make corrections as needed; understands and applies District chart of accounts.
6. Generates and executes purchase order change orders, and validates accounts and other transactions in financial system; edits purchase order proof lists for final production of purchase orders.
7. Obtains price quotes and ensures vendor compliance with quote requirements; contacts vendors to negotiate prices, quantity, quality, and delivery options; procures urgent materials through the most effective means.
8. Maintains professional relationships with vendors; creates and maintains vendor files including contact information, delivery, cost and quality performance.
9. Applies and communicates information regarding laws, regulations, District policies and procedures, and provisions of the collective bargaining agreements as they relate to District purchasing functions.
10. Assists in the development of regulations, standard operating procedures, manuals and other informational material regarding District purchasing and warehousing procedures and practices.
11. Composes routine and specialized purchasing office correspondence; designs and revises purchasing office forms as necessary.
12. Assists with the District's fixed asset program; determines appropriate equipment and items to be included; groups and labels equipment by commodity code and location; assigns asset numbers; monitors fixed assets for disposal.
13. Assists in monitoring centralized warehouse operations including receipt of goods and the return of unordered or unsatisfactory items.
14. Provides assistance in various special projects including information systems technology; analyzes needs and proposes innovations for District-wide procurement and distribution processes; provides training for District-wide staff.
15. Performs related duties as required.

Minimum Qualifications


Education and Experience Guidelines - Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. Examples of ways to obtain the knowledge and abilities would be:

Education/Training:Equivalent to the completion of the twelfth grade supplemented by two years of college level course work in accounting, business administration, finance or a related field.
Experience:Four years of increasingly responsible procurement experience.

Qualifications - The following generally describes the knowledge and ability required to enter the job and/or be learned within a short period of time in order to successfully perform the assigned duties.

Knowledge of:

• Advanced principles and practices of governmental procurement and record keeping as applied to education.
• Policies, regulations, and laws governing purchasing requirements administered by various state agencies.
• Application of public contract code and procurement regulations as applicable to California Community Colleges.
• Standard and automated warehouse receiving procedures.
• Principles and procedures of record keeping.
• Principles of business letter writing and basic report preparation.
• Sufficient business math skills to perform algebraic and statistical computations.
• Automated financial and administrative systems including automated procurement systems.
• Office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases.
• Sufficient human relations skill to exercise patience and discretion in communications with others inside and outside the organizations, and to communicate technical concepts to others.
• Methods and techniques of public relations to maintain District vendor business relationships.
• English usage, spelling, grammar, and punctuation.
• Principles of lead supervision and training.
• Pertinent federal, state, and local laws, codes, and regulations.

Ability to:

• Coordinate District-wide procurement operations and ensure the timely distribution of supplies, equipment and services.
• Obtain optimal prices for various commodities.
• Lead, organize and review the work of staff.
• Operate office equipment including computers and supporting word processing, spreadsheet, and database applications.
• Apply District and state laws, regulations, and policies governing purchasing/warehousing requirements.
• Maintain professional relationships with vendors.
• Prepare clear and concise reports.
• Provide assistance for a variety of special projects.
• Perform arithmetic calculations of average to above average difficulty.
• Work cooperatively with other departments, District officials, and outside agencies.
• Plan and organize work to meet changing priorities and deadlines.
• Communicate clearly and concisely, both orally and in writing.
• Establish and maintain effective working relationships with those contacted in the course of work.

Physical Demands and Working Environment - The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.

Environment: Work is performed primarily in a standard office setting.
Physical: Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally walk, stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; and to verbally communicate to exchange information.
Vision: See in the normal visual range with or without correction; vision sufficient to read computer screens and printed documents; and to operate assigned equipment.
Hearing: Hear in the normal audio range with or without correction.

Supplemental Information

WHY SIERRA?

• One of Aspen Institute's Top 150 Community Colleges in the nation
• The Accrediting Commission recognized Sierra 'for its exemplary practice of providing personnel with opportunities for continued professional development in order to meet its mission.' This includes providing students and employees with a robust set of programs, events, and conferences related to equity-mindedness and supporting the success of our students, etc.
• Public Employee's Retirement System (PERS)
• 18 paid holidays (including extended time off during the winter break)
• 12 accrued paid vacation days per year (vacation accrual increases over time)
• Competitive benefits package
• Flexible work schedules may be available
• Currently during summers, some employee groups participate in 4x10 schedules
• Qualifying Employer for Public Service Loan Forgiveness (in most cases)

Sierra College is a Community College located near Sacramento, California where a heavy emphasis is placed on academic excellence and student success. Since its founding in 1936, Sierra College has focused on quality instruction and meeting the evolving needs of the students and communities that it serves. The Sierra Community College District covers more than 3,200 square miles and serves the Northern California foothill counties of Placer and Nevada, as well as parts of El Dorado and Sacramento. We serve over 17,000 students throughout the region in both on-ground and online courses, including students at our main Rocklin Campus as well as at three centers located in Grass Valley, Tahoe/Truckee, and Roseville. Our District prides itself on academic excellence.

Sierra College has a strong commitment to the achievement of equity and inclusion among its faculty, staff, and students and values the rich, diverse backgrounds that make up the campus community. A strong candidate for this position must demonstrate a profound understanding of and experience with successfully supporting individuals with varying backgrounds. This includes persons with disabilities, various gender identities and sexual orientations, as well as individuals from historically underrepresented communities and other groups. Our District is committed to providing strategies for success and proactive student-centered practices and policies focused on eliminating equity gaps to ensure the District provides an inclusive educational and employment environment focused on strategies for success and equitable outcomes for all.

As an institution, Sierra College is committed to eliminating the equity gap in all student populations with dynamic, learner-centered practices and policies that fully engage the college community. The ideal candidate will share the College's commitment to helping its racially and socioeconomically diverse students succeed in their degree and career objectives. Currently, Sierra College enrolls 17,800 students per term, where approximately: 23% of Sierra College's students are Latin(o)(a)(x)(e), 3% are African-American/Black, 2% are Filipino, 6% are Asian, 1% are American Indian/Alaskan Native, 8% are Multiethnic and 55% are White.

The successful candidate will join a College dedicated to the use of culturally responsive strategies and methods that meet the varying needs of our students, faculty, staff, and surrounding community. Sierra College demonstrates its commitment to equity by supporting ongoing professional development for students, faculty, and staff. These opportunities include trainings and workshops on equity and inclusion, active Academic Senate standing committees concerned with student success and equity, a Presidential Equity Advisory Committee (PEAC), culturally responsive student engagement centers, support for our undocumented and AB540 students, campus-wide equity summits, a robust set of programs, events, and conferences related to equity-mindedness and supporting the success of our diverse students.

Need Help With Your Online Account?

• Use the online https://apptrkr.com/get_redirect.php?id=5669322&targetURL=.
  
  Examples Of Functions and Tasks
  
  
  The following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices.
  
  1. Coordinates work flow for District procurement and distribution functions; develops and revises procedures as necessary to comply with applicable legal requirements.
  2. Leads, trains and reviews the work of assigned staff; responds to questions and inquiries from staff and provides assistance with more complex procurement transactions.
  3. Assists in the preparation and review of bid packages for Board of Trustee approval and distribution to vendors; ensures confidentiality of information.
  4. Receives and reviews requisitions; discusses requested supplies with appropriate staff; ensures compliance with established District specifications for computer technology, ergonomics and other standards; re-writes requisitions to include necessary information.
  5. Ensures verification of budget availability for requisitions; communicates with appropriate division and accounting staff to make corrections as needed; understands and applies District chart of accounts.
  6. Generates and executes purchase order change orders, and validates accounts and other transactions in financial system; edits purchase order proof lists for final production of purchase orders.
  7. Obtains price quotes and ensures vendor compliance with quote requirements; contacts vendors to negotiate prices, quantity, quality, and delivery options; procures urgent materials through the most effective means.
  8. Maintains professional relationships with vendors; creates and maintains vendor files including contact information, delivery, cost and quality performance.
  9. Applies and communicates information regarding laws, regulations, District policies and procedures, and provisions of the collective bargaining agreements as they relate to District purchasing functions.
  10. Assists in the development of regulations, standard operating procedures, manuals and other informational material regarding District purchasing and warehousing procedures and practices.
  11. Composes routine and specialized purchasing office correspondence; designs and revises purchasing office forms as necessary.
  12. Assists with the District's fixed asset program; determines appropriate equipment and items to be included; groups and labels equipment by commodity code and location; assigns asset numbers; monitors fixed assets for disposal.
  13. Assists in monitoring centralized warehouse operations including receipt of goods and the return of unordered or unsatisfactory items.
  14. Provides assistance in various special projects including information systems technology; analyzes needs and proposes innovations for District-wide procurement and distribution processes; provides training for District-wide staff.
  15. Performs related duties as required.
  
  
  Minimum Qualifications
  
  
  Education and Experience Guidelines - Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. Examples of ways to obtain the knowledge and abilities would be:
  
  Education/Training:Equivalent to the completion of the twelfth grade supplemented by two years of college level course work in accounting, business administration, finance or a related field.
  Experience:Four years of increasingly responsible procurement experience.
  
  Qualifications - The following generally describes the knowledge and ability required to enter the job and/or be learned within a short period of time in order to successfully perform the assigned duties.
  
  Knowledge of:
  
  • Advanced principles and practices of governmental procurement and record keeping as applied to education.
  • Policies, regulations, and laws governing purchasing requirements administered by various state agencies.
  • Application of public contract code and procurement regulations as applicable to California Community Colleges.
  • Standard and automated warehouse receiving procedures.
  • Principles and procedures of record keeping.
  • Principles of business letter writing and basic report preparation.
  • Sufficient business math skills to perform algebraic and statistical computations.
  • Automated financial and administrative systems including automated procurement systems.
  • Office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases.
  • Sufficient human relations skill to exercise patience and discretion in communications with others inside and outside the organizations, and to communicate technical concepts to others.
  • Methods and techniques of public relations to maintain District vendor business relationships.
  • English usage, spelling, grammar, and punctuation.
  • Principles of lead supervision and training.
  • Pertinent federal, state, and local laws, codes, and regulations.
  
  
  Ability to:
  
  • Coordinate District-wide procurement operations and ensure the timely distribution of supplies, equipment and services.
  • Obtain optimal prices for various commodities.
  • Lead, organize and review the work of staff.
  • Operate office equipment including computers and supporting word processing, spreadsheet, and database applications.
  • Apply District and state laws, regulations, and policies governing purchasing/warehousing requirements.
  • Maintain professional relationships with vendors.
  • Prepare clear and concise reports.
  • Provide assistance for a variety of special projects.
  • Perform arithmetic calculations of average to above average difficulty.
  • Work cooperatively with other departments, District officials, and outside agencies.
  • Plan and organize work to meet changing priorities and deadlines.
  • Communicate clearly and concisely, both orally and in writing.
  • Establish and maintain effective working relationships with those contacted in the course of work.
  
  
  Physical Demands and Working Environment - The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.
  
  Environment: Work is performed primarily in a standard office setting.
  Physical: Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally walk, stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; and to verbally communicate to exchange information.
  Vision: See in the normal visual range with or without correction; vision sufficient to read computer screens and printed documents; and to operate assigned equipment.
  Hearing: Hear in the normal audio range with or without correction.
  
  Supplemental Information
  
  WHY SIERRA?
  
  
  • One of Aspen Institute's Top 150 Community Colleges in the nation
  • The Accrediting Commission recognized Sierra 'for its exemplary practice of providing personnel with opportunities for continued professional development in order to meet its mission.' This includes providing students and employees with a robust set of programs, events, and conferences related to equity-mindedness and supporting the success of our students, etc.
  • Public Employee's Retirement System (PERS)
  • 18 paid holidays (including extended time off during the winter break)
  • 12 accrued paid vacation days per year (vacation accrual increases over time)
  • Competitive benefits package
  • Flexible work schedules may be available
  • Currently during summers, some employee groups participate in 4x10 schedules
  • Qualifying Employer for Public Service Loan Forgiveness (in most cases)
  
  Sierra College is a Community College located near Sacramento, California where a heavy emphasis is placed on academic excellence and student success. Since its founding in 1936, Sierra College has focused on quality instruction and meeting the evolving needs of the students and communities that it serves. The Sierra Community College District covers more than 3,200 square miles and serves the Northern California foothill counties of Placer and Nevada, as well as parts of El Dorado and Sacramento. We serve over 17,000 students throughout the region in both on-ground and online courses, including students at our main Rocklin Campus as well as at three centers located in Grass Valley, Tahoe/Truckee, and Roseville. Our District prides itself on academic excellence.
  
  Sierra College has a strong commitment to the achievement of equity and inclusion among its faculty, staff, and students and values the rich, diverse backgrounds that make up the campus community. A strong candidate for this position must demonstrate a profound understanding of and experience with successfully supporting individuals with varying backgrounds. This includes persons with disabilities, various gender identities and sexual orientations, as well as individuals from historically underrepresented communities and other groups. Our District is committed to providing strategies for success and proactive student-centered practices and policies focused on eliminating equity gaps to ensure the District provides an inclusive educational and employment environment focused on strategies for success and equitable outcomes for all.
  
  As an institution, Sierra College is committed to eliminating the equity gap in all student populations with dynamic, learner-centered practices and policies that fully engage the college community. The ideal candidate will share the College's commitment to helping its racially and socioeconomically diverse students succeed in their degree and career objectives. Currently, Sierra College enrolls 17,800 students per term, where approximately: 23% of Sierra College's students are Latin(o)(a)(x)(e), 3% are African-American/Black, 2% are Filipino, 6% are Asian, 1% are American Indian/Alaskan Native, 8% are Multiethnic and 55% are White.
  
  The successful candidate will join a College dedicated to the use of culturally responsive strategies and methods that meet the varying needs of our students, faculty, staff, and surrounding community. Sierra College demonstrates its commitment to equity by supporting ongoing professional development for students, faculty, and staff. These opportunities include trainings and workshops on equity and inclusion, active Academic Senate standing committees concerned with student success and equity, a Presidential Equity Advisory Committee (PEAC), culturally responsive student engagement centers, support for our undocumented and AB540 students, campus-wide equity summits, a robust set of programs, events, and conferences related to equity-mindedness and supporting the success of our diverse students.
  
  Need Help With Your Online Account?
  
  • Use the online Help Guide or contact the NEOED Applicants Support Line at 855-524-5627 if you need assistance with your online applicant account.
  • Applicant Support is available between 6 a.m. and 5 p.m. Pacific Time, Monday through Friday.
  
  If you have any questions about this position, please contact the Human Resources Department at hr@sierracollege.edu.
  
  Helpful Tip:
  Please note that as described above a strong candidate for this position must demonstrate a profound understanding of and experience with successfully supporting individuals with varying backgrounds; and therefore, hiring committees assess candidates for these knowledge, skills, and abilities.
  
  Applicants may want to consider incorporating culturally-inclusive/equity-minded strategies practiced and/or evidence of the responsiveness to and understanding of the racial, socioeconomic, and cultural diversity of community college student populations throughout their application materials (including application and documents uploaded, if any).
  
  Please see the https://apptrkr.com/get_redirect.php?id=5669322&targetURL=.
  
  Helpful Tip:
  Please note that as described above a strong candidate for this position must demonstrate a profound understanding of and experience with successfully supporting individuals with varying backgrounds; and therefore, hiring committees assess candidates for these knowledge, skills, and abilities.
  
  Applicants may want to consider incorporating culturally-inclusive/equity-minded strategies practiced and/or evidence of the responsiveness to and understanding of the racial, socioeconomic, and cultural diversity of community college student populations throughout their application materials (including application and documents uploaded, if any).
  
  Please see the Sierra College website for additional helpful tips and tools for prospective applicants.
  
  Travel expenses may be partially reimbursed for candidates traveling beyond a 150 mile radius for second round interviews. All other travel expenses will be borne by the candidate (if in person interviews).
  
  Terms and Conditions of Employment:
  Other terms and conditions of employment are specified in the applicable collective bargaining agreements on file in the District Human Resources Department. Position description of record on file in the Human Resources Department.
  
  *Sierra Community College District currently operates campuses in Rocklin, Roseville, Truckee and Grass Valley. In its management of a multi-campus environment, the District reserves right of assignment including the right to change assignment locations and shift assignments based on District need. Although this position may currently reside at the Rocklin campus, the assignment location may be subject to change as needed. Additionally, the district reserves the right to cancel, revise or re-announce this position as well as any and all positions at any time.
  
  EEO/TITLE IX EMPLOYER
  Sierra College is an equal employment opportunity employer committed to nondiscrimination and the achievement of diversity and equity among its faculty, staff, and students.
  
  Persons with inquiries about the application of Title IX and/or EEO may contact the Director of Diversity, EEO & Title IX (Title IX Coordinator) at the address below, at (916) 660-7006 or via email at EEOT9@sierracollege.edu.
  
  Persons with questions regarding reasonable accommodation of physical and other disabilities should contact the Sierra College Human Resources Department at (916) 660-7105.
  
  If you have limitations hearing or speaking, the State of California offers a specially-trained Communications Assistant (CA) that can relay telephone conversations for all of your calls. Dial 711 to reach the California Relay Service (CRS). Dialing 711 is for everyone, not just those who have difficulty hearing on a standard phone. If you prefer having your calls immediately answered in your mode of communication, dial one of the toll-free modality and language-specific numbers below. The call will be routed to the CRS provider.
  
  TTY/VCO/HCO to Voice
  English 1-800-735-2929
  Spanish 1-800-855-3000
  
  Voice to TTY/VCO/HCO
  English 1-800-735-2922
  Spanish 1-800-855-3000
  
  From or to Speech-to- Speech
  English & Spanish 1-800-854-7784
  
  
  
  To apply, visit https://www.schooljobs.com/careers/sierracollege/jobs/4669014/purchasing-coordinator
  
  
  
  
  
  
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  About Sierra College

  Since its founding in 1936, Sierra College has focused on quality instruction and meeting the needs of the communities that it serves.With approximately 125 degree and certificate programs, Sierra College is ranked first in Northern California (Sacramento north) for transfers to 4 year Universities, offers career/technical training, and classes for upgrading job skills. Sierra graduates can be found in businesses and industries throughout the region.Our award-winning faculty members enhance their teaching with research, authorship and industry expertise. We are also recognized nationally for excellence in our athletic programs.

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