Assistant Director of Procurement and Contract Services

SAN-Joaquin-Delta-College; Stockton (CA); On-site; USD 90,000 - 130,000; Full time

Job summary

San Joaquin Delta College seeks an Assistant Director to lead procurement contracts, shipping, receiving, warehouse, and surplus property programs. You will supervise staff, prepare budgets, and ensure compliance with Education Code, Government Code, and district policies.

Responsibilities include overseeing bids, risk/liability reviews, supplier negotiations, and the implementation of process improvements for efficiency and cost savings across procurement services.

Qualifications

• Bachelor’s degree from an accredited college or university.
• Four years experience in procurement and contracts with three years of management or leadership experience.
• Ability to work evenings and irregular hours may be required.

Responsibilities

• Oversee procurement contracts, shipping, receiving, warehouse, and surplus property processes.
• Lead staff, develop budgets, and ensure compliance with applicable laws and district policies.
• Coordinate bid processes, risk assessments, and contract development for district needs.
• Manage records retention, mail services, and inventory of fixed assets.

Skills

Procurement knowledge

Contracts oversight

Warehousing & property control

Budget administration

Leadership & supervision

Risk management

Compliance with laws and codes

Vendor and supplier relations

Process improvement

Education

Bachelor’s degree

Tools

ERP software

Office software

Job description

Under the direction of the assigned manager, perform complex analytical duties and leadership for the District related to procurement contracts, shipping, receiving, warehouse, disposal of surplus property, mailroom, inventory of fixed assets, records retention program and minority vendor program; Prepare specifications for both informal and formal bidding including all construction projects; assist with assigned risk/ liability programs and various supplies and services for the District; and assure compliance with legal codes, laws, and District policies.

DISTINGUISHING CHARACTERISTICS:

This is a management level class allocated only to the Department of Procurement, Risk Management, and Auxiliary Services. The Assistant Director is responsible for performing complex analytical work and supervising direct reports in the areas of procurement contracts, shipping, receiving, warehouse, disposal of surplus property, mailroom, inventory of fixed assets, records retention program and minority vendor program.

ESSENTIAL FUNCTIONS:

• Assist with the development and preparation of the annual budget for the procurement and contract services department; analyze and review budget and projections, financial data; controls and authorizes expenditures in accordance with established guidelines.
• Manage and oversee the day-to-day operational functions of the procurement and contract services department.
• Oversee the preparation and staging of surplus items for auction, ensure the auction website is effectively maintained and updated, monitor buyer inquiries and correspondence during the auction, and supervise the accurate recording and reconciliation of surplus items and payments.
• Oversee staff in the receipt and distribution of daily incoming mail, assign and track college mailboxes and combinations, and ensure the consistent availability of necessary supplies.
• Oversee campus-wide records retention processing including categorizing, warehousing and proper disposal of records in compliance with California Community College Education Code.
• Interview, assign, coordinate, supervise, train, and evaluate the work performance of staff.
• Lead staff in the review of agreements, contracts, memorandums of understanding and other related documents to determine risk and liability exposure, ensuring compliance with all applicable federal and states rules and regulations, California general statutes, uniform guidance, and California Community College Chancellors Office.
• Lead assigned staff to obtain quotes, reviews and processes purchase orders, to ensure compliance.
• Recommend standard contract clauses for use in agreements, contracts, and memorandums of understanding, solicitations and purchase orders to minimize risk and liability exposure to the District.
• Contribute and present solutions for development and implementation of process improvement, cost efficiencies, policies and procedures within procurement and contract services. Including initiatives for improvements of training of District staff.
• Provide District staff with professional and technical expertise and advice on compliantly procuring goods and services including, request for proposals, bid strategy development, supplier negotiations, and contract development.
• Collaborate in the preparation of specifications, formal and informal bids, proposals and quotations, to include review and analysis of bids received.
• May coordinate and conduct the formal bid process for construction projects as needed.
• Oversee the preparation of advertisement to selected vendors, and the awarding of Requests for Proposal for services, materials and equipment; and review and assemble scopes of work as needed.
• Develop and oversee procurement and contract services training, and electronic procurement systems.
• Assist, as needed, with the selection process of design professional services and construction firms.
• Co-develop fiscal year timelines for purchases; and ensure that purchases are processed, received, and paid by the end of each fiscal year.
• Meet with the supplier community and representatives of vendor companies to identify new sources for services and supplies to support District initiatives.
• Assist in the preparation of procurement and contract services reports required to be submitted to the Board of Trustees for approval.
• Establish, implement, and maintain procedures regarding storage of new and surplus equipment, mail services, supplies, records and reports related to the procurement and contract services area.
• Attend and conduct a variety of meetings as needed; participate on assigned committees; attend workshops, conferences and training sessions as assigned.
• Perform related duties and responsibilities as assigned.

Knowledge of:

• Modern principles and practices of procurement, contracts, warehousing, property control, shipping, receiving, mail services and records retention.
• Effective management and supervisory principles and practices.
• Modern computerized procurement, contracts, shipping, receiving and fixed asset systems. Enterprise Resource Planning software systems, computer and software applications.
• Sources of commodity markets.
• Education Code, Public Contract, Government Code, Labor Code and other applicable laws.
• Material handling.
• Bid processing for procurement and construction.
• Basic accounting and fiscal concepts, methods, and procedures.
• Principles and practices of budget preparation and administration.

Ability to:

• Plan, schedule, oversee, and evaluate procurement activities for greatest efficiency and service.
• Perform complex procurement and contracts functions.
• Plan, lead, and supervise the work of others in an effective manner; and supervise and direct the work of assigned staff to achieve the goals of the procurement and contract’s function.
• Maintain accurate procurement and contract services department records.
• Interpret and explain procurement and contract services departmental policies and procedures.
• Utilize Enterprise Resource Planning software.
• Select appropriate service providers to meet District needs.
• Interpret market prices and trends.
• Prepare and maintain accurate and complete records and reports.
• Meet schedules and timelines.
• Maintain confidentiality of information.
• Communicate effectively both orally and in writing.
• Support the District in achieving its mission, vision, and strategic goals as appropriate in carrying out the duties of this position.
• Focus on student success, service excellence, and willingness to assist colleagues District-wide, as needed.
• Establish and maintain cooperative and effective working relationships with all employees and others encountered in the course of work.
• Demonstrate sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, linguistic, and ethnic backgrounds and disabilities of community college students and staff as demonstrated by skills and abilities in cultural responsiveness and cultural humility.

EDUCATION AND EXPERIENCE:

Any combination of experience and training that would provide the required knowledge and abilities is qualifying. A typical way to obtain the required knowledge and abilities would be:

Education:

Bachelor’s degree from an accredited college or university.

Experience:

Four years experience in procurement and contracts with three years of management or leadership experience.

OTHER CERTIFICATIONS, LICENSES, OR SPECIAL REQUIREMENTS:

• The incumbent may be required to work evenings (including attending board meetings) and other irregular hours including weekends and holidays.

WORKING CONDITIONS:

Consistent with its obligations under the law, the San Joaquin Delta College will provide reasonable accommodation to any employee with a disability who requires accommodation to perform the essential functions of their job.

Physical Demands:

• Regularly perform desk-based computer tasks.
• Frequently sitting.
• Occasionally stand/walk, reach/work above shoulders, grasp lightly/fine manipulation, grasp forcefully, use a telephone, sort/file paperwork or parts, lift/carry/push/pull objects that weigh up to 30 pounds.
• Rarely twist/bend/stoop/squat, kneel/crawl.

Work Environment:

Work primarily takes place indoors within a warehouse or office environment; Work may take place outdoor in a variety of extreme environmental and weather conditions.

Hazards:

Work may involve exposure to loud machines, gas, fumes, exhaust, dust, and dirt.