Director of Contracts & Purchasing Services

FUNCTION: To direct and manage the purchasing activities of the College in an efficient manner by following sound business practices.  Responsible for developing and implementing procedures for competitive bidding processes, contractual agreements and purchasing cards.  Position serves as a resource to the Vice Chancellor of Fiscal Affairs.

 

Essential Job Functions:

 Direct and manage all District purchases in accordance with state statutes and Board policy.  Ensure that the appropriate purchasing method is utilized (i.e., competitive bids, competitive sealed proposals, requests for proposals, government catalog contract purchases, informal quotations, and negotiations, as applicable).Direct and manage the preparation of all bidding documents, including notice and instructions to bidders, specifications and proposal format.Receive and evaluation formal bids/proposals, assess vendor capabilities, negotiate vendor price and delivery terms, and submit recommendations for the award of contracts to the Vice Chancellor of Fiscal Affairs.  Prepare Board agenda items including supporting documentation for purchases requiring Board approval.  Evaluate vendor performance.Direct, delegate and control the purchasing work flow to ensure timely processing to meet District needs.  Manage the conversion of requisitions to purchase orders ensuring that documents are properly completed, and that the shipping/delivery terms and conditions of purchases are appropriate.Monitor blanket purchase orders for qualified purchases.  Monitor requests for purchase order increases due to overages on bid shipments.  Communicate issues and/or changes with staff as appropriate.Initiate contact with vendors for status of supply and equipment availability, purchase orders, and contracts.Understand grant and bond fund purchasing provisions, coding structure and contract periods and maintain purchasing controls accordingly.Research and analyze College purchases and recommend procurement changes to increase efficiencies.  Recommend major purchases of materials based on anticipated market changes in price or availability.Establish, maintain and communicate to appropriate College personnel the purchasing calendar including monthly agenda items and year-end timelines for encumbrance of funds.Develop and maintain vendor and bidder lists.  Develop and maintain controls to ensure that the Suspension and Debarment compliance requirements are met for all College purchases.  Ensure that the District vendor listing is updated and that duplications and inactive vendors are eliminated.Supervise and define/evaluate job performance expectations of all assigned personnel.Prepare, review and revise as appropriate the job descriptions for subordinate staff.  Demonstrate high expectations for staff performance.Develop training options and/or improvement plans in the development of staff to ensure best practices, and efficient and effective operations of the Purchasing Department.

 

MINIMIM QUALIFICATIONS

 

Knowledge, Skills and Abilities:

 Working knowledge of competitive bidding statues and purchasing procedures.Working knowledge of data processing systems and financial applications.Ability to analyze and evaluate contractual agreements and bid documents.Strong computer skills including Microsoft Office.Strong personnel management skills.Strong analytical, organizational, communication and interpersonal skills.

 

Education and Experience:

 

  Education:  

 

· Bachelor’s degree in Business Administration.

 

  Experience:

 

· Three to five years’ experience in public sector purchasing management preferred.

· A minimum of two years’ supervisory experience.

· E-procurement experience preferred.

· Exceptions to the above qualifications as deemed appropriate by the Vice Chancellor of Fiscal Affairs.

 

Licenses/Certifications:

 

· CPM and CPIM preferred.

Please apply at https://jobs.sjcd.edu.  Transcripts, cover letter, and resume must be attached to the application, even if the applicant is a current or former employee of the college.  If you are unable to attach transcripts to the application or encounter other difficulties with the online application, contact Human Resources at (281) 998-6115 or by email at hr@sjcd.edu .