Assistant Director of Procurement and Contract Services

San Joaquin Delta College•Stockton, CA

5d•Onsite

About The Position

Under the direction of the assigned manager, perform complex analytical duties and leadership for the District related to procurement contracts, shipping, receiving, warehouse, disposal of surplus property, mailroom, inventory of fixed assets, records retention program and minority vendor program. Prepare specifications for both informal and formal bidding including all construction projects; assist with assigned risk/ liability programs and various supplies and services for the District; and assure compliance with legal codes, laws, and District policies. This is a management level class allocated only to the Department of Procurement, Risk Management, and Auxiliary Services. The Assistant Director is responsible for performing complex analytical work and supervising direct reports in the areas of procurement contracts, shipping, receiving, warehouse, disposal of surplus property, mailroom, inventory of fixed assets, records retention program and minority vendor program.

Requirements

Knowledge of modern principles and practices of procurement, contracts, warehousing, property control, shipping, receiving, mail services and records retention.
Knowledge of effective management and supervisory principles and practices.
Knowledge of modern computerized procurement, contracts, shipping, receiving and fixed asset systems.
Knowledge of Enterprise Resource Planning software systems, computer and software applications.
Knowledge of sources of commodity markets.
Knowledge of Education Code, Public Contract, Government Code, Labor Code and other applicable laws.
Knowledge of material handling.
Knowledge of bid processing for procurement and construction.
Knowledge of basic accounting and fiscal concepts, methods, and procedures.
Knowledge of principles and practices of budget preparation and administration.
Ability to plan, schedule, oversee, and evaluate procurement activities for greatest efficiency and service.
Ability to perform complex procurement and contracts functions.
Ability to plan, lead, and supervise the work of others in an effective manner; and supervise and direct the work of assigned staff to achieve the goals of the procurement and contract’s function.
Ability to maintain accurate procurement and contract services department records.
Ability to interpret and explain procurement and contract services departmental policies and procedures.
Ability to utilize Enterprise Resource Planning software.
Ability to select appropriate service providers to meet District needs.
Ability to interpret market prices and trends.
Ability to prepare and maintain accurate and complete records and reports.
Ability to meet schedules and timelines.
Ability to maintain confidentiality of information.
Ability to communicate effectively both orally and in writing.
Ability to support the District in achieving its mission, vision, and strategic goals as appropriate in carrying out the duties of this position.
Ability to focus on student success, service excellence, and willingness to assist colleagues District-wide, as needed.
Ability to establish and maintain cooperative and effective working relationships with all employees and others encountered in the course of work.
Ability to 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.
Bachelor’s degree from an accredited college or university.
Four years experience in procurement and contracts with three years of management or leadership experience.

Responsibilities

Assist with the development and preparation of the annual budget for the procurement and contract services department; analyze and review budget and projections, financial data; controls and authorizes expenditures in accordance with established guidelines.
Manage and oversee the day-to-day operational functions of the procurement and contract services department.
Oversee the preparation and staging of surplus items for auction, ensure the auction website is effectively maintained and updated, monitor buyer inquiries and correspondence during the auction, and supervise the accurate recording and reconciliation of surplus items and payments.
Oversee staff in the receipt and distribution of daily incoming mail, assign and track college mailboxes and combinations, and ensure the consistent availability of necessary supplies.
Oversee campus-wide records retention processing including categorizing, warehousing and proper disposal of records in compliance with California Community College Education Code.
Interview, assign, coordinate, supervise, train, and evaluate the work performance of staff.
Lead staff in the review of agreements, contracts, memorandums of understanding and other related documents to determine risk and liability exposure, ensuring compliance with all applicable federal and states rules and regulations, California general statutes, uniform guidance, and California Community College Chancellors Office.
Lead assigned staff to obtain quotes, reviews and processes purchase orders, to ensure compliance.
Recommend standard contract clauses for use in agreements, contracts, and memorandums of understanding, solicitations and purchase orders to minimize risk and liability exposure to the District.
Contribute and present solutions for development and implementation of process improvement, cost efficiencies, policies and procedures within procurement and contract services. Including initiatives for improvements of training of District staff.
Provide District staff with professional and technical expertise and advice on compliantly procuring goods and services including, request for proposals, bid strategy development, supplier negotiations, and contract development.
Collaborate in the preparation of specifications, formal and informal bids, proposals and quotations, to include review and analysis of bids received.
May coordinate and conduct the formal bid process for construction projects as needed.
Oversee the preparation of advertisement to selected vendors, and the awarding of Requests for Proposal for services, materials and equipment; and review and assemble scopes of work as needed.
Develop and oversee procurement and contract services training, and electronic procurement systems.
Assist, as needed, with the selection process of design professional services and construction firms.
Co-develop fiscal year timelines for purchases; and ensure that purchases are processed, received, and paid by the end of each fiscal year.
Meet with the supplier community and representatives of vendor companies to identify new sources for services and supplies to support District initiatives.
Assist in the preparation of procurement and contract services reports required to be submitted to the Board of Trustees for approval.
Establish, implement, and maintain procedures regarding storage of new and surplus equipment, mail services, supplies, records and reports related to the procurement and contract services area.
Attend and conduct a variety of meetings as needed; participate on assigned committees; attend workshops, conferences and training sessions as assigned.
Perform related duties and responsibilities as assigned.