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Rancho Santiago Community College District
  • Position Number: 5109941
  • Location: Santa Ana, CA
  • Position Type: Business and Financial Management


Purchasing Services Assistant
Rancho Santiago Community College District


Salary Range: Grade 12: $62,033.57 - $79, 252.87/year

Job Type: Full Time

Job Number: CL24-00867

Location: Santa Ana, CA

Division: DO Business Services

Closing: 4/15/2024 5:00 PM Pacific

Job Description

POSITION OVERVIEW Under general direction, provides administrative support, and performs a wide variety of technical duties to ensure the acquisition of materials, supplies, equipment, and various services. Prepares bids and requests for proposals; initiates and administers maintenance and services contracts; maintains vendor and contractor files; develops reports; training manuals and user guides; maintains website; provides support to designated manager; maintains frequent contact with staff and vendors.
REPRESENTATIVE DUTIES
  1. Serves as liaison to employees, the public, private organizations, government agencies, community groups and other organizations; provides information and assistance regarding procurement and services; receives and responds to questions and complaints related to assigned area of responsibility; reviews problems and recommends corrective actions. Explains applicable processes and procedures.
  2. Maintains communication with District Warehouse and Accounts Payables related to the procurement, receiving and payment of goods. coordinates with Information Technology Services in relation to accessibility of software and hardware purchases, licenses, contracts, and requests reports as needed.
  3. Reviews purchase requisitions for adequate specifications, completeness, compliance, and proper supporting documentation; processes purchase orders and other necessary documents related to the procurement of materials, supplies, equipment and services.
  4. Prepares bids, request for proposals/quotes and participates in evaluating documents; request quotes, requests for information, and solicitation of quotes.
  5. Registers projects with the Division of Industrial Relations; collects sureties and bonds as required; processes and oversees annual service and maintenance requests for quotation; oversees the annual renewal of contracts districtwide.
  6. Performs administrative duties in support of department; receives and makes calls; schedules meetings and training sessions; prepares standard communication documents; monitors Purchasing budget; prepares various reports for Board of Trustees review and approval and generates financial reports related to budget, encumbrances and actuals as directed.
  7. Participates in department trainings for end-users; assists in developing training guides and reference materials; maintains resources on the department intranet and internet pages and maintains training resources including the editing of video training sessions.
  8. Participates in developing goals, objectives, policies, procedures, work standards and administrative control systems for the procurement program.
  9. Assists with testing and training for the purchasing module of the enterprise resource planning system or emerging technologies related to the purchasing functions of the District.
  10. Performs other related duties as assigned.
  11. Maintains an active Notary Public commission and performs notarial acts for the District as directed.
ORGANIZATIONAL RELATIONSHIPS This position reports to the designated manager. May provide direction to student assistants.
KNOWLEDGE AND ABILITIES Knowledge of: Principles and practices of public procurement and record keeping as applied to education; Policies, regulations, and laws governing purchasing requirements administered by various state agencies; record keeping; business writing and basic report preparation; Business math skills to perform statistical computations; Automated financial and administrative systems including automated procurement systems; Techniques for providing high level of customer service by effectively dealing with the public, vendors, students and District staff, including individuals of various ages, disabilities, socio-economic and ethnic groups; Excellent grammar, spelling and punctuation. State and Federal contracting regulation; purchasing principles and practices; general accounting practices and office procedures; filing and filing systems; record keeping and records management; modern office procedures, methods and equipment, software applications such as word processing, spreadsheets and databases, and basic research methods and techniques.
Ability to: Work independently; provide customer service; enter data efficiently and research, compile, analyze and interpret data; ability to prioritize complex assignments and multiple tasks effectively. Prepare clear and precise reports and written documents. Read, interpret, apply, and explain laws, rules, regulations, policies and resources. Understand and carry out oral and written instructions. Meet established schedules and deadlines. Establish and maintain effective relationships with those contacted during the course of the working day. Train other staff or part time student helpers.

Job Qualifications

MINIMUM QUALIFICATIONS
Education and Experience:
Any combination of training, education, and experience equivalent to two years of college, preferably with courses in business, contract law, procurement, or accounting. Minimum of three years of increasingly responsible procurement experience.

Environment: Work is performed primarily in a standard office setting.
ABOUT RANCHO SANTIAGO COMMUNITY COLLEGE DISTRICT
Rancho Santiago Community College District (RSCCD) is one of the most established districts in the state and has been in operation for nearly 50 years. Located in the heart of Orange County, it is one of the largest of California's 72 community college districts, based on the number of credit and non-credit students. RSCCD encompasses 25 percent of Orange County's total area and serves a population of more than 700,000 residents in the communities of Anaheim Hills, Orange, Santa Ana, Villa Park, and portions of Anaheim, Costa Mesa, Irvine, Fountain Valley, Garden Grove, Tustin, and Yorba Linda. The District includes Santiago Canyon College and Santa Ana College, as well as the Centennial and Orange Continuing Education Centers, the Digital Media Center, Joint Powers Fire Training Center, the Orange County Sheriff's Regional Training Academy, the College and Workforce Preparation Center, and the District Operations Center. RSCCD's three (3) auxiliary Foundations are actively involved in supporting both community and campus programs.
EEO STATEMENT
The Rancho Santiago Community College District (RSCCD) is committed to the concept and principles of staff diversity and equal employment opportunity by prohibiting discrimination based on ethnic group identification, national origin, religion, age, sex, race, color, ancestry, sexual orientation, physical or mental disability, gender identity, medical condition (cancer-related or genetic characteristics), marital status, citizenship, or service in the uniformed services, or on the basis of these perceived characteristics or based on association with a person or group with one or more of these actual or perceived characteristics. Applications from all persons interested in the position are encouraged. SELECTION CRITERIAApplication ScreeningIn addition to the requirements and responsibilities listed, the following criteria will be considered in selecting candidates for interviews:
  • Education experience (breadth and depth)
  • Work experience (breadth and depth)
  • Demonstrated ability to work cooperatively with others
  • Bilingual ability if applicable
  • Demonstrated experience in working with diverse socio-economic communities
  • Professional growth activities
  • Specialized skills training
  • Leadership skills
  • Written and/or oral communication skills
  • Presentation
  • Problem Solving Skills
Based on the information presented in the application materials, a limited number of candidates with qualifications most pertinent to the position will be invited to participate in the selection process, which may include a written test and an oral interview. Meeting the position's minimum requirements does not guarantee advancement in the selection process. Candidate qualifications will be assessed to determine those who meet and exceed requirements and are deemed the most competitive in the applicant pool. InterviewApplicants selected for an interview may be required to take additional tests or assessments and will be notified of such prior to the date of the interview. During the oral session, those selected for interviews will, in addition to the above, also be evaluated on the following factors:
  • Oral communication skills
  • Presentation
  • Problem-solving skills
A predetermined set of questions will be asked of all applicants interviewed. Applicants are requested to provide thorough yet concise information on their related experience to ensure the correct evaluation of their qualifications. Evaluation criteria will be applied consistently to all applicants. The District will make reasonable accommodations for applicants with disabilities. Applicants should contact Recruitment in the Human Resources Office for assistance. Application ProceduresTo ensure full consideration, all applicants must submit a complete Rancho Santiago Community College District online application that includes the items listed below by the position's closing date. Recruitment will review all applications for completeness, and only complete application packets will be forwarded to the screening committee for further review.
A Complete Application Packet Must Include the Following:
  1. RSCCD Online Application
  2. Resume - details all relevant education, training, and other work experience

Foreign Transcripts: Education completed outside of the United States must be equivalent to that gained in the conventional/accredited United States education programs to be considered for the satisfaction of minimum qualifications. The National Association of Credential Evaluation Services (NACES),a United States-based credentials evaluation service, must translate and evaluate Foreign transcripts. Conditions of EmploymentThe selected candidate is required to complete the following before employment as part of the onboarding process:
  1. Present original documents for proof of eligibility to work in the United States.
  2. Provide a certificate of Tuberculosis Exam.
  3. Fingerprints (by a Live Scan Agency at the candidate's expense, and clearance must be received before the first day of employment)




To apply, please visit https://www.schooljobs.com/careers/rsccd/jobs/4432071/purchasing-services-assistant




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