Buyer, Business Services

Allan Hancock College; Santa Maria (CA); On-site; USD 52,000 - 78,000; Full time

Job summary

Allan Hancock College in Santa Maria, CA seeks a purchasing professional to support Business Services with technical duties in processing requisitions and purchase orders, maintaining vendor information, and ensuring compliance with district policies.

The role trains staff on financial software, audits requisitions, and assists with bid processes and CUPCCAA requirements, while coordinating with accounts payable and facilities for asset tagging and project purchases.

Qualifications

• An associates degree in accounting or related field or higher and three years of professional purchasing or accounting experience performing varied financial analysis, record-keeping and report preparation duties, including work with computerized accounting functions.

Responsibilities

• Process purchase requisitions and convert them into purchase orders.
• Audit requisitions for accuracy, account codes, backup documentation, tax, asset and CUPCCAA requirements.
• Review vendor contracts and independent contractor forms for accuracy and proper tax documentation.
• Assist with bid processes, bid documents, and notifications related to formal and informal bids.
• Maintain vendor/source information and purchasing records; respond to inquiries.
• Train staff on financial software requisition and receiving modules.
• Disburse and track purchase orders; coordinate with accounts payable and facilities as needed.

Skills

Attention to detail

Oral and written communication

Purchasing experience

Education

Associates degree in accounting or related field

Tools

Microsoft Word

Excel

Job description

Position Summary

DEFINITION The incumbent works under supervision of the appropriate administrator in Business Services, to perform technical duties associated with purchasing commodities and services for the college. Provides comprehensive training and daily assistance to District personnel concerning related activities and promotes and values the mission and vision of the college.

CLASS CHARACTERISTICS The incumbent in this position will work under limited direction and will be assigned technical purchasing duties that require great attention to detail, good working knowledge of subject matter and accounting functions for the assigned office as well as of public educational institutions. Incumbents may serve as a lead worker over entry level incumbents or student workers in the performance of these functions. Incumbents may assist the purchasing supervisor and perform the functions of providing technical support to the purchasing process with specific responsibility for processing purchasing documents, materials responding to related inquiries and maintain vendor/source information and inventories.

Essential Functions and Qualifications

1. Examines and analyzes departmental purchase requisitions for completeness and accuracy of information in accordance with district purchasing policies and procedures; contacts department or initiator to clarify or complete information; determines method to process requisition based on dollar amount and timeliness required.
2. Communicates with staff regarding purchasing procedures and requirements; assists departments in initiating requisitions
3. Prepares purchase requisitions, and processes all purchase requisitions into purchase orders.
4. Distributes purchase order documents and places orders according to established procedures; communicates with personnel, vendors, and various outside agencies to exchange information and resolve any questions, issues or concerns associated with purchase orders.
5. Audits all requisitions for accuracy, account codes, backup documentation, appropriate tax rate, fixed asset and bid thresholds, and California Uniform Public Construction Cost Accounting Act (CUPCCAA) requirements in accordance with the college's purchasing policies and procedures.
6. Reviews independent contract agreements and professional service agreements for accuracy, completeness, and full signature execution; confirms the required tax forms are completed correctly; faxes the Notice of Independent Contractor to the California Employment Development Department (EDD).
7. Generates annual open purchase orders for Business Services.
8. Processes Purchase Order Change Requests for revisions and/or corrections to purchase orders; runs purchasing reports for history of receipts and payments; disencumber and reopen purchase orders.
9. Disencumber and reopen purchase orders as needed throughout the year; works closely with accounts payable staff at fiscal year-end to determine which purchase orders can be closed or rolled to the next Fiscal Year (FY).
10. Trains all users of financial software system in the requisition and receiving modules; updates and maintains training documents.
11. Receipts all incoming district checks and cash received in the business services department; reconciles receipt log with accounts receivable deposit reports to ensure that all checks and cash have been deposited.
12. Assists in the maintenance of fixed asset records; confers with department representatives to determine purchasing needs and specifications; communicates with Facilities for generation of a fixed asset tag.
13. Assists with the purchasing and tracking of Furniture, Fixtures & Equipment (FF&E) for construction/bond projects.
14. Assists in maintaining college credit card program, process related transactions and maintains credit card records.
15. Assists in the ongoing maintenance and testing of the current software systems and/or implementation of new software systems and applications.
16. Assists with competitive bid process and the preparation of and development of bid documents; coordinates bid schedule with Facilities staff and associate superintendent/vice president of finance and administration (VPFA) office personnel. Submits required public notifications related to formal and informal bids; assists with bid openings and preparation of documents for action by Board of Trustees.
17. Processes vendor requests which includes; reviewing W-9 forms, determining vendor type, entering 1099 information if required, maintaining vendor information including creation and updating in the financial software system.
18. Processes shipping and receiving requests to add funds to the postage machine.
19. Assists purchasing supervisor with a variety of complex and technical duties.
20. Assists in assuring compliance with Public Contract Code and established laws.
21. Assists with Annual CUPCCAA contractor registration process.
22. Provides requested documents for the annual district audit and other internal or external audits as needed.
23. Oversees and distributes account cards for various vendors.
24. Performs other related duties as assigned.

Knowledge of:

• Methods and practices of financial record keeping;
• Records and database management;
• Computer programs; including Microsoft Word and Excel;
• Office equipment, procedures and practices;
• General office procedures, practices, and methods.

Demonstrates ability to:

• Perform financial and statistical clerical work;
• Make arithmetic computations quickly and accurately;
• Work with a high level of accuracy and great attention to detail;
• Independently interpret, explain and apply complex policies and procedures;
• Communicate effectively, both orally and in writing;
• Count and receive money;
• Operate office equipment;
• Operate a computer with speed and accuracy;
• Understand and carry out oral and written directions.

Working Conditions:

• Duties are primarily performed in an office environment, at a desk or at a computer;
• The incumbent will experience interruptions while performing normal duties during the regular workday;
• The incumbent will have contact, in person, via email, or on the telephone, with staff and the general public.

Physical Demands:

• Typically may sit for extended periods of time;
• Operates a computer;
• Communicates over the telephone, by email, and in person;
• Regularly lifts, carries and/or moves objects weighing up to 10 pounds.

Special Qualification:

A sensitivity to and understanding of the diverse academic, socioeconomic, cultural, and ethnic backgrounds of staff and students and to staff and students with disabilities.

Minimum Qualifications

Education and Experience: An associates degree in accounting or related field or higher and three years of professional purchasing or accounting experience performing varied financial analysis, record-keeping and report preparation duties, including work with computerized accounting functions; OR any equivalent combination of education or experience.

Additional Information

The desired start date is January 2027. This is a full-time, 37-hour, classified, 12-month position.

Work Schedule: Monday - Thursday, 8:00 a.m. - 4:30 p.m., and Friday, 8:00 a.m. - 4:00 p.m.

Allan Hancock College provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

Allan Hancock College will not sponsor any visa applications.