Senior Procurement and Contracts Specialist

Detail-Driven and Deadline-Focused? We're Hiring a Senior Procurement & Contracts Specialist!

Are you a procurement pro with a sharp eye for detail and a passion for process? Step into a pivotal role as a Senior Procurement and Contracts Specialist, where you'll coordinate and execute a wide range of complex, high-impact responsibilities, from managing requisitions and sourcing vendors to navigating bid processes and awarding contracts. You'll play a critical role in maintaining compliance with the California Uniform Construction Cost Accounting Act (CUPCCAA), assisting with formal bids, and ensuring our purchasing practices are efficient, transparent, and cost-effective. If you're ready to lead the charge in procurement excellence and support the District's mission through smart purchasing and strategic contract administration, we want to hear from you!

SUPERVISION RECEIVED AND EXERCISED

Receives general direction from an assigned supervisor.

Exercises functional and technical oversight over lower-level staff.

RESPONSIBILITIES AND DUTIES

1. Assists in the development and implementation of contracts, strategic procurement planning, procurement policies and procedures, procurement training and procurement card administration.
2. Collaborate with District staff to prepare detailed specifications for bids and proposals.
3. Research, identify and evaluate price, quality and availability of goods and services. Negotiates contract language; utilize efficient and economical procurement practices and methods to select appropriate vendors or service providers for the District.
4. Build and maintain relationships with vendors, District employees, and the community.
5. Coordinate demonstrations with vendors related to materials, products and services.
6. Review, identify and obtain certificates of insurance such as the following: general liability, auto, workers compensation, errors and omissions, and other certifications as required. Audit insurance documentation from vendors. Coordinate with the District insurance carrier to issue insurance certificates as requested for usage of off-campus sites.
7. Analyze purchase requisitions to determine buying methods considering competitive bid and sole source regulations. Process and reconcile purchase requisitions to ensure accuracy and compliance with District purchasing procedures and applicable laws safeguarding the District from risk.
8. Performs contract administration for no-cost and revenue contracts.
9. Conducts technical review and provides recommendations for contractual documents including independent contractor, memorandums of understanding, public works, formal bids, requests for quotations and proposals ensuring compliance with District purchasing procedures and applicable laws safeguarding the District from risk.
10. Manage and audit inventory, generate reports related to asset management.
11. Input procurement data into databases and spreadsheets; generate reports, computerized records and files related to the District's procurement and contract functions.
12. Create and maintain vendor files.
13. Generate and manage a list of prequalified suppliers for Public Works projects as required under the California Uniform Construction Cost Account Act (CUPCCAA).
14. Train and oversee the work of lower-level staff.
15. Train and communicate procurement and contracts policies and procedures to user of the financial system, including assisting requestors with entering requisitions.
16. Serve as a liaison between District staff and suppliers to resolve discrepancies including late, incorrect, damaged shipments; outstanding orders, back orders; invoice inconsistences, verify receipt of materials.
17. Maintain the department website, as requested.
18. Performs bond verification with the California Department of Insurance and appropriate surety to ensure validity of bid, payment, and performance bonds.
19. Perform related duties and responsibilities as required.

Knowledge of:

• Principles, practices, methods and techniques of procurement and contracting preferably in the public sector.
• Methods and practices used in competitive bidding.
• Basic mathematical, accounting and financial record keeping principles.
• Sourcing of materials, supplies, equipment and services
• Computerized procurement software and applications
• Applicable federal, state and local laws, regulations, policies, and procedures governing the procurement process (e.g.; Public Contracts, Government and Education Codes, Title 5 and Governmental Accounting Standards Board (GASB) Requirements.

Ability To:

• Participate in a variety of purchasing activities.
• Problem solve, work independently under deadlines, multitask and exercise sound judgment.
• Interpret and explain purchasing policies and procedures.
• Maintain accurate purchasing and accounting records.
• Select appropriate vendors and service providers to meet District needs. Maintain confidentiality of District contracts, files and records.
• Communicate clearly and concisely, both orally and in writing. Establish and maintain effective and positive working relationships.
• Operate a variety of office equipment.
• 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.
• Sit for prolonged periods of time; extensive use of a computer keyboard.

Education and Experience Requirements

Education:

Associate's degree in business administration, logistics, general accounting, finance or a closely related field from an accredited college.

Experience:

Three (3) years of responsible purchasing, contracts or buying experience, preferably in the public sector.

Two (2) years of lead experience