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Supervisor, Purchasing and Contract Services
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Position Number: 5470232
Location: Pasadena, CA
Position Type: Business and Financial Management

Supervisor, Purchasing and Contract Services

Pasadena City College

Salary: $96,047.28 - $118,050.00 AnnuallyManagement Association M-4

Job Type: Classified Administrator

Job Number: 06404

Location: Pasadena, CA

Department: Business & Administrative Services

Closing: 8/16/2024 11:59 PM Pacific

Under the general direction of the Director of Purchasing and Contracts Services, the Supervisor, Purchasing and Contract Services will assist in the purchasing and contracting functions of the purchasing department including planning, organizing, training, supervision, and performance evaluation of assigned staff while ensuring compliance with applicable laws, policies, rules, and regulations.

EXAMPLE OF DUTIES:

Plan, organize, prioritize, and perform daily purchasing operations; assure proper documentation, approval(s), and recordkeeping procedures.
Communicate with other administrators, personnel, and outside organizations to coordinate activities, programs, solicitation scheduling and resolve issues and conflicts and exchanges information.
Develop and/or update and implement departmental regulations, forms, templates and procedures for efficient and effective purchasing and contracting workflow.
Oversee, coordinate, and conduct procurement processes for construction projects, maintenance services, and various other services, including requests for quotes, formal/informal bids, job walks, requests for proposals, and requests for qualifications. Draft and negotiate contracts as needed and/or assigned. Ensure all contractual requirements.
Oversee, coordinate, participate and/or analyze bids, requests for proposals and prequalification applications for compliance with solicitation documentation, applicable laws, regulations, and recommendation of award.
Prepare and maintain a variety of narrative, statistical reports, and files related to purchasing activities and personnel. Collect information for reports to the Board of Trustees and respond to inquiries regarding purchases.
Advise and assist District employees in proper purchasing and contracting procedures, practices, and legal requirements.
Determine and make recommendations regarding appropriate and most cost-effective methods of procuring various products and services.
Oversee, coordinate and/or prepare the Board of Trustee's agenda.
Advise, interpret legal codes, and assist and train purchasing staff in various purchasing and contracting methods, procedures, practices, and legal requirements.
Make recommendations and assist with developing procurement policies and administrative procedures; responsible for keeping abreast of changes in procurement trends.
Assume operation of the Purchasing department in absence of the Director of Purchasing and Contract Services.
Controls and authorizes expenditures in accordance with established limitations.
Directly manage all aspects of employee lifecycle including recruitment, transfers, suspensions, layoffs, recalls, promotions, terminations, task assignments, performance evaluations, rewards, disciplinary actions, and grievance resolution, ensuring adherence to company policies and legal requirements.
Perform other duties as assigned.

MINIMUM QUALIFICATIONS:

A bachelor's degree in Business Administration or a related field from an accredited college or university
Five years of experience in purchasing and/or contracts in a formal competitive bid environment involving the acquisition of equipment, supplies, maintenance services, professional services, and public works projects.
Two years of experience working with public works projects.
One year experience in a lead or supervisory level position.

DESIREABLE QUALIFICATIONS:

A masters degree in Business Administration or a related field from an accredited college or university
Three years of experience working with public works projects.
Three years of experience in a lead or supervisory level position.

KNOWLEDGE, SKILLS AND ABILITIES:

Principles and practices of professional procurement with emphasis on the Request for Proposal and Request for Qualification processes used to acquire professional services and the variety of contract types employed to procure these services.
Procurement methods and procedures of a public agency including informal bidding under the California Uniform Public Construction Cost Accounting Act, contract administration, and public works.
Understand and apply legal requirements governing purchasing procedures, informal/formal bidding requirements, contractual agreements and business functions in the District as contained in the California Education Code, Public Contract Code, Civil Code, Labor Code and other applicable laws and regulations.
Understanding of contract negotiation methods and techniques.
Knowledge of construction markets including working with architects and construction management firms.
Accounting procedures related to purchasing.
Use oral and written communication skills using tact, patience, and courtesy.
Modern office practices, procedures, equipment, and software applications.
Work independently and manage time effectively and flexibly to conduct tasks, simultaneous projects, and respond to frequent emergencies. Organize and maintain files and keep accurate records.
Exercise and use critical judgement in the evaluation of data and the development of reports.
Work effectively independently and as part of a team with minimum supervision.
Meet continuous deadlines in a demanding environment.
Exercise appropriate judgment in making decisions.
Establish and maintain effective working relationships with all levels of District staff as well as those contacted in the course of work.
Maintain confidentiality of information.
Manage and maintain District records in compliance with legal guidelines and requirements.
Supervise, evaluate, and provide on-going training for assigned staff.

CORE COMPETENCIES

Purchasing and Contracting Expertise
Leadership
Compliance
Communication
Problem-Solving
Organization and Planning
Attention to Detail
Teamwork

M-4

APPLICATION AND SELECTION PROCESS

Pasadena City College (PCC) utilizes an online application process. Hard copy, e-mailed, or faxed resumes are not accepted. Job postings will not be reopened due to failure to submit an application before the closing date for any reason. You can apply for a position from any computer with Internet access. Please keep in mind the following:

If you do not follow the process or your application/resume is incomplete, your information will not be processed.
If you need to update any submitted information, you will need to reapply in full. When HR sees duplicate applications, we archive the oldest and the most recent application and materials are considered.
The selection advisory committee will review, evaluate, and consider applications and supporting materials received by the deadline. Meeting the minimum qualifications for a particular position does not assure the applicant an interview.
While the acceptance of the application packet is done through PCC's Applicant Tracking System (ATS), all hiring decisions are made by a hiring committee.
Once applications are submitted, they are final. Please carefully review your application and the documents which you are attaching to make sure that they are free from errors and complete. If you require assistance with your application, please refer to the application guide or you may contact NeoEd Customer Support at 855-524-5627. Customer Support is available Monday - Friday, 6 a.m. - 6 p.m. (PST).

All materials listed below may be required for your application packet to be considered complete:

Resume or Curriculum Vitae
Cover Letter

After a review of applications received, the District may require the completion and submission of supplemental documents prior to the interview process.

ADDITIONAL INFORMATION

Successful applicants must provide proof of eligibility to work in the United States.
Successful completion of background check including Live Scan and Tuberculosis (TB) assessment/screening.
Pasadena Area Community College District will not sponsor any visa applications.
Applicants must be available for interviews at Pasadena City College at no cost to the District.
Applicants who have disabilities may request that accommodations be made in order to complete the selection process by contacting the Office of Human Resources directly at (626) 585-7388.
The Pasadena Area Community College District does not discriminate in the educational programs and activities operated by the District or in employment procedures and practices of the District. The Policies of Title IX as developed to date are available for inspection during normal business hours at the District office at 1570 E. Colorado Blvd., Pasadena, CA 91106.
Crime awareness and campus security information are available from Campus Police. (Public Law 101-542).
The Pasadena Area Community College District is an equal opportunity employer. The District encourages applications from underrepresented minorities and the disabled.
An applicant, who attempts to contact individual Board members or members of the screening committee with the intent of influencing the decision of the committee or the Board, will be disqualified. General inquiries regarding the position and/or District employment should be directed to the Office of Human Resources.

PASADENA AREA COMMUNITY COLLEGE DISTRICT
Equal Opportunity, Title IX, Section 504 Employer

To apply, please visit https://www.schooljobs.com/careers/pasadenaedu/classified/jobs/4575550/supervisor-purchasing-and-contract-services

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