Detailed Job Description
The Department of General Services is seeking a talented individual to fill the position of Buyer.
Comprised of two colleges, West Valley College and Mission College, we are located in the heart of Silicon Valley. Our staff and faculty are among the most qualified in the state and our students appreciate our two colleges for our friendly staff and supportive atmosphere.
Under direction of the Director, General Services, purchase materials, supplies, equipment and services in accordance with applicable laws, regulations and District policies; analyze product sources, quality, price and availability to determine the best value.
Applicants who possess the knowledge, skills, and life experiences to address the cultural and educational needs of a culturally diverse student population are encouraged to apply.
100% of full time, 37.5 hours per week, 12 months per year, with anticipated start date of October 7, 2015. Schedule may change to include some evening or weekend hours, as needed. This position is a member of the West Valley-Mission Classified Employees Association (WVMCEA), Office, Technical & Business Services Employee Unit.
Work Location: West Valley-Mission Community College District, located on the West Valley College campus, Saratoga, CA.
We have begun a district-wide classification study of all regular, non-faculty staff positions. A classification study is a process of studying, analyzing, and describing the nature and level of work performed by employees. This classification study will ultimately produce uniform job descriptions for every employee.
The classification study will also include a compensation study that will provide information on what other employers pay employees who are performing similar duties. The District will use this information to ensure that our employees are adequately compensated.
The classification study started in November 2014 and is expected to take approximately 9-12 months to complete. As a result of this study, it is possible for the job description and/or compensation to change in this position opening.
Any combination equivalent to:
1. Education – Two years of college-level course work in business administration or related field;
2. Experience – Three years of experience in purchasing goods and services;
3. Demonstrated ability to effectively work with persons of diverse socioeconomic, cultural, disability, and ethnic backgrounds.
Examples of Duties and Responsibilities
To perform this job successfully, an individual must be able to perform each essential duty of the position satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions required for the position.
- Research and investigate sources of supplies, materials, equipment and services; interview vendors and communicate in writing and on the telephone to obtain information regarding the price, availability, terms and delivery of goods and services.
- Provide technical assistance to District personnel and make recommendations regarding purchases; interpret and explain purchasing policies and procedures, applicable laws and regulations.
- Prepare written quotations for major purchases; develop specifications and other documents required for the formal bidding process.
- Negotiate maintenance contracts for equipment; solicit quotes and bids; prepare bid package and conduct bid openings.
- Resolve warehouse receiving problems and discrepancies, including shortages, overages, damaged goods and freight claims; confer with vendors regarding change orders, price increases and outstanding orders; arrange for return of defective merchandise.
- Prepare and maintain records and reports related to bid summaries.
- Schedule, coordinate, obtain specifications, write Request for Bids and Proposals, awards; prepare agenda items for board approval, if necessary.
- Negotiate contracts for furniture, equipment, office supplies and maintenance for equipment; solicit quotes and bids; prepare bid package and conduct bid openings.
- Resolve discrepancies in requisitions, purchase orders, contracts, invoices and receipts.
- Establish and communicate patterns of supply and product usage so that vendors can anticipate needs and meet requirements; learn vendor cycles and procedures to optimize delivery time; review trends in material and supply usage and act upon when applicable.
- Identify opportunities for improving service and processes in collaboration with management.
- Operate a microcomputer, printer, calculator, copier and other office machines; utilize a variety of software programs, including word processing and spreadsheet applications.
- Expedite orders, plan, organize, and coordinate the physical inventory of the District’s fixed assets, auctions, sales, and disposal of surplus; collaborate with the Accounting Department to reconcile the General Ledger to the fixed asset inventory related to Measure H.
- Perform related duties as assigned.
Knowledge and Abilities
- Applicable sections of the Education Code, Public Contracts Code, and other laws and regulations.
- Negotiation skills and contract language.
- Modern office practices and procedures.
- Operation of office equipment, including microcomputer and various software programs.
- Oral and written communication skills.
- Research sources of materials, supplies, equipment and services for a large public agency.
- Analyze data related to the price, terms, availability and delivery of goods and services.
- Obtain bids and quotes and make recommendations concerning District purchases.
- Communicate effectively both orally and in writing.
- Apply, explain and interpret technical purchasing policies and regulations.
- Prepare bid specifications and other formal bid documents.
- Operate a microcomputer and other office equipment.
- Expedite and resolve purchasing problems.
- Meet schedules and timelines.
- Plan and organize time and work effectively.
- Work independently with minimal supervision.
- Relate effectively to people of varied academic, cultural and socio-economic background using tact, diplomacy and courtesy.
Salary and Benefits
West Valley-Mission Community College District is an Equal Opportunity Employer
- Anticipated Hiring Range: $4,236–$4,614 monthly (WVMCEA Salary Schedule, Range 59, Steps A-C).
- Employer-contributed medical, dental and vision for employee, spouse, and/or dependents.
- Employer-paid long term disability for employee.
- Voluntary life insurance.
- 13 paid holidays, plus 1 floating holiday annually; paid non-workdays between Christmas and New Year.
- Up to 22 days vacation leave accrued annually.
- 12 days sick leave accrued annually.
- Personal necessity leave and personal business leave.
- Educational growth incentive program from $40 to $200 monthly.
- $500 longevity award annually after 15 years of service and $1,000 longevity award annually after 20 years of service.
- CalPERS retirement.
- Position is union affiliated with required dues.