Los Angeles Community College District

Processes purchase orders and verifies accuracy of requisition coding and availability of funding using a computerized purchasing system.

Generates procurement documents and reports using a computerized purchasing system.

Monitors the status of purchases in progress and initiates follow-up contact with vendors to obtain status information.

Informs District staff of problems regarding the terms of purchasing agreements, the availability of goods, and schedules and deliveries.

Reorders standard items using existing purchasing agreements.

Processes payment documents based on vendor compliance with purchase orders.

Answers inquiries from college and District staff on matters such as purchasing procedures, clarification of information concerning items to be purchased, approval for substitutions and changes, and items delivered.

Provides information to District staff regarding appropriate use of procurement documents and sources of supply.

Obtains product information for departments.

Identifies purchasing patterns and requests contracts to meet recurring purchasing needs.

Contacts vendors, sales representatives, and distributors to obtain information on items, services, prices, discounts, and delivery dates.

Searches catalogs and other publications for information on goods and services.

Compiles comparative information on goods and services to aid departments in making purchasing decisions.

Effectively utilizes standard office software applications in the preparation of office correspondence and reports pertinent to purchasing and related matters.

Assists in the clerical processing of contracts within established District procedures.

Recommends procedural changes related to the clerical support functions of the office.

Maintains equipment and supply contracts file.

May provide work direction to assigned clerical staff and student employees.

Performs related duties as assigned.

A Procurement Technician is responsible for preparing and processing procurement documents and providing technical support in gathering information and expediting the purchase of materials, services, equipment and supplies for a college or the District Office.

An Assistant Procurement Specialist assists in negotiating, preparing, and processing contracts, leases, and procurement documents for a variety of equipment, materials, supplies and services for the District.

An Administrative Aide is responsible for preparing and processing documents and providing technical support in the areas of budgeting, purchasing, personnel, payroll, contracts, academic scheduling, and other administrative services for a centralized administrative office at a college or the District Office.

Immediate supervision is received from a classified supervisor or manager. Work direction may be received from a Procurement Specialist. May provide work direction to assigned clerical staff and student employees.

Knowledge of:

Purchasing terminology

Common business practices related to the purchasing cycle

District's purchasing procedures, operations, and policies

Clerical practices and procedures

Letter, memorandum, and report formats

Principles of business English, punctuation, spelling, and grammatical usage

Customer service techniques for public contact in person, on the telephone, and in written communication

Capabilities of computer systems, software, and hardware common to purchasing including Enterprise Resource Planning (ERP) systems

Recordkeeping procedures

Skill in:

Use of computer and standard office equipment

Ability to:

Apply appropriate purchasing policies and procedures to specific transactions

Effectively utilize computer equipment and software in the performance of duties including Enterprise Resource Planning (ERP) systems used to extract purchasing data and process purchase orders

Perform accurate mathematical calculations of moderate difficulty

Critically review source data, detect, and correct errors

Give clear and concise instructions

Organize and maintain accurate and complete records and files

Record data neatly and accurately in standard and electronic files

Read and understand fund information applicable to purchasing

Prepare letters, memos, and reports

Meet schedules and timelines

Work effectively with vendors, sales representatives, distributors, and District staff

Learn specialized software applications

Education:

Graduation from high school or its equivalent AND one year of full-time, paid clerical experience in procurement.

Our class specification generally describes the duties, responsibilities, and requirements characteristic of the position(s) within this job class. The duties, responsibilities, and requirements of a particular position within this class may vary from the duties of other positions within the class.

In accordance with the Americans with Disabilities Act (ADA), the Los Angeles Community College District provides reasonable accommodation to qualified individuals with covered disabilities on a case-by-case basis throughout the application, examination, and hiring processes and throughout employment. If an individual is in doubt about his or her ability to perform the duties and responsibilities of a position or possession of any other requirement noted in a class specification or job announcement, he or she should always apply for a position and request reasonable accommodation at the appropriate time.