Under supervision, acquires routine services, supplies and materials utilizing the informal bid process for services with a dollar value less than $10,000 and materials, supplies and equipment with a dollar value less than $25,000.
Essential Job Functions
Essential job functions are fundamental, core functions common to positions in a classification. They are not intended to be an exhaustive list of all job duties for any one position in the class. Since class specifications are designed to be descriptive and not restrictive, incumbents may complete one or all of the job duties listed or tasks of similar kind not specifically listed here.
Reviews requisitions for accuracy and completeness, and makes necessary changes or additions; works with the requesting department as necessary.
Prepares invitations to bid and/or request for quotations.
Sources requisitions; requests pricing from vendors and secures quotations for the purchase of services, supplies, materials and equipment.
Identifies potential sources for materials, supplies, equipment and services.
Receives, reviews, evaluates and tabulates bids to determine compliance with the requirements of the bids; compares cost, acceptability, freight terms and delivery time.
Prepares purchase orders; prepares change orders and cancellations of requisitions as necessary.
Procures all inventory commodities stored in the District’s storerooms; modifies specifications as required.
Serves as a liaison between District users and suppliers of goods and services; resolves quality discrepancies; contacts users regarding substitutions; expedites delivery as required; provides product or service advice; and assists in resolving invoice disputes.
Maintains product awareness in assigned areas of commodities.
Other Job Functions
Evaluates vendor capabilities and past performance; conducts facility inspection as necessary.
Prepares correspondence regarding purchase orders or deliveries.
Generates, updates, evaluates, and files departmental related reports or documents related to the procurement function.
Assists in the resolution of invoice discrepancies, contacts vendors to follow up on purchase orders issues, and expedites delivery as required.
Maintains reference materials in assigned areas of commodities including files of vendor catalogs and price lists.
Performs other duties as assigned.
Work is performed in a typical office environment and requires the use of standard office equipment including computers.
Desirable Knowledge, Skills and Abilities
Some knowledge of generally accepted purchasing principles, practices, procedures, and statutory requirements applicable to large scale governmental purchasing.
Some knowledge of supply sources in the areas of electrical, mechanical, plumbing, and maintenance supplies.
Some knowledge of inventory management techniques and principles.
Skill in performing routine to moderately complex mathematical computations and tabulations related to the procurement function.
Ability to communicate effectively, orally and in writing.
Minimum Qualification Requirements
Graduation from a four-year accredited college or university majoring in business or public administration, engineering, or allied science.
Experience in purchasing materials, supplies and equipment as a prime duty may be substituted for the required education on a year-for-year basis. Sub-professional experience in a purchasing environment may be substituted for the required education on a two-years-of-experience-for-one-year-of-education basis.
Possession of a bachelor’s degree in business or public administration, engineering, or allied science.
One year of service with the District as an Accounting Associate, Accounting Clerk III, Senior Administrative Specialist, Legal Assistant, Investigator, Secretary, Human Resources Assistant, Administrative Assistant, or Engineering Technician IV; or two years of such service as an Administrative Specialist.
Civil service status in one of the foregoing classifications.