Purchasing Assistant (In-House Only)

Coast Community College District, United States

Updated: 27 days ago
Location: Costa Mesa, CALIFORNIA


Definition

IN-HOUSE ONLY:  
This position is open to internal permanent and temporary Coast Community College District (CCCD) employees to apply.  External candidates are not eligible to apply.  If you are not a current active employee with CCCD, please do not apply at this time. 


Summary
Performs administrative and technical support duties in support of purchasing functions such as contracts, perpetual and actual inventory control, and records.
Distinguishing Career Features
The Purchasing Assistant is the first level in the Purchasing career path requiring knowledge and training of the requisition-to-purchase order process. The Purchasing Assistant performs a variety of duties supporting the process of advancing requisitions to purchase orders and ultimately to the receipt and accounting of goods and services. Advancement potential exists to Buyer based on meeting job qualifications and the ability to pre-screen vendors for price and service performance, analyze inventory trends, participate in the evaluation and purchase of equipment and merchandise containing technical specifications, and participate in developing bid documents.
Essential Duties and Responsibilities
Specific duties may vary among departments, divisions and jobs. Incumbents typically perform a substantial portion or all of the following types of duties, as assigned:
1. Receives and reviews incoming requisitions. Reviews quotes, vendors’ attachments, and converts to purchase orders and routes documents for final approval. Distributes approved documents to vendors for fulfillment.
2. Organizes vendor files containing contact information, delivery, cost, and quality performance, and other information that supports ordering. Accesses existing data files and prepares lists of vendors, professional associations, advertising sources, and other categories to support the bid announcement process.
3. Maintains active files of all purchasing orders, contracts, lease agreements, credit applications, and vendors, ensuring that balances reflect an up-to-date accounting of completed transactions, work-in-progress, and anticipated needs.
4. Assists end-users with problems associated with generating computer-aided requisitions and purchase orders. Orients and explains the steps needed to produce purchase orders.
5. Obtains price and delivery estimates from existing and approved vendors on routine items that can be ordered on-line or from vendors with open contracts.
6. Performs a variety of clerical responsibilities in support of the purchasing function such as preparing reports of purchase orders, surplus, EDD, 1099 reporting, debarment, inactivation and W-9 verification of vendors and TIN matching prior to vendor creation.
7. Tracks the status of handling of outstanding orders made to vendors either by way of the Internet or direct contact. Ensures proper timing on release of orders per purchase order.
8. Compiles, scans and attaches to appropriate digital purchase order all related backup documentation within the District financial system's document management.
9. Prepares purchase orders for a variety of administrative services, supplies, and equipment including service contracts. Maintains records of transactions and use of equipment and services. Pre-encumbers requisitions and encumbers each purchase order processed by accessing information from and onto an automated purchasing and financial system. Sends information to the accounting department for payment.
10. Performs other related duties as assigned that support the objective of the position.
11. Required to abide by all District policies and procedures including board Policy 3050 – Code of Professional Ethics.


Qualifications and Physical Demands

Qualifications
Knowledge and Skills
1. The position requires a working knowledge of procedures used in contracting for the purchasing of supplies, furniture, and stationary equipment.
2. Requires a basic knowledge of the requirements for ordering, storing and distributing of durable and/or perishable inventories and the product/service specification development process.
3. Requires working knowledge of data entry requirements for automated purchasing order systems.
4. Requires working knowledge of the District’s purchasing policies and procedures.
5. Requires a basic knowledge of inventory management, including economic reorder points, accounting and inventory.
6. Must be familiar with modern office methods, practices and equipment pertinent to purchasing.
7. Requires sufficient communication skills to convey technical information to other departments and vendors.
Abilities
1. Requires the ability to perform the essential responsibilities and functions of the position.
2. Must be able to plan and prioritize work to meet schedules and timelines.
3. Requires the ability to use a personal computer to access and enter information onto established data entry screens, format and produce typewritten documents, and lookup information stored on databases or the Internet.
4. Must be able to learn, interpret and rules, policies, and procedures affecting District purchasing operations.
5. Must be able to maintain detailed and accurate records.
6. Must be able to communicate courteously with contacts within and outside of the District.
7. Requires the ability to obtain an approved Health Department sanitation course certificate.
Physical Abilities
1. The general physical demands, working conditions, and essential job functions associated with this classification will be kept on file with the Office of Human Resources.
2. Essential functions will vary by position.
3. As defined by Title I of the Americans with Disabilities Act (“ADA”) and California’s Fair Employment and Housing Act (“FEHA”), the District shall engage in a timely, good faith interactive process with employees or employment applicants who are requesting or are in need of reasonable accommodations and, provide reasonable accommodations for employees or employment applicants who, because of their disability, are limited in or unable to perform one or more of the essential functions of their job in accordance with applicable state and federal law.
Education and Experience
The position typically requires a High School diploma or equivalent and three years of purchasing support and record-keeping experience in a purchasing, dietary, or distribution environment also involving contracts and inventory control. Post-secondary business education may substitute for some experience. Or, any combination of education and experience which would provide the required equivalent qualifications for the position. 
An Associate’s degree in accounting business administration is preferred.
Licenses and Certificates
May require a valid driver license.
Working Conditions
Work is performed indoors where minimal safety considerations exist.
This job specification describes the general nature of the work performed, representative duties as well as the typical qualifications needed for acceptable performance. It is not intended to be a complete list of all responsibilities, duties, work steps, and skills required of the job.

Note: D.E.I.A. - Diversity, Equity, Inclusion, Accessibility, and Anti-Racism
 The Coast Community College District (Orange Coast College, Golden West College, and Coastline) continues to strengthen our efforts around diversity, equity, inclusion, access, and anti-racism. The Coast Community College District is focused on creating a culture of inclusive excellence by uplifting employees and students through an environment that is equitable, diverse, inclusive, and accessible. We have a strong focus and importance on D.E.I.A. and Anti-Racism (Diversity, Equity, Inclusion, Accessibility) and will be actively listening, assessing, and evaluating this throughout each stage of the application, recruitment, and interview process.


Conditions of Employment

IN-HOUSE ONLY:  

This position is open to internal permanent and temporary Coast Community College District (CCCD) employees to apply.  External candidates are not eligible to apply.  If you are not a current active employee with CCCD, please do not apply at this time.  

 

Note: Applicants must be authorized to work for ANY employer in the U.S. We are unable to sponsor or take over sponsorship of an employment Visa at this time.


This is an IN-HOUSE ONLY -  permanent, general funded, full-time, 12-months per year classified position. The normal hours of work will be Monday through Friday 8:00 am to 5:00 pm, with the flexibility to occasionally work extended hours and/or weekends, if necessary, to meet the department's needs.  The effective date of employment will be arranged with the supervisor. The District provides medical, dental, and vision insurance for the employee and eligible dependents and life insurance for the employee.   
 (Salary Schedule:  EE-113)
  
Regular attendance is considered an essential job function; the inability to meet attendance requirements may preclude the employee from retaining employment. The person holding this position is considered a mandated reporter under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in Coast Community College District policies, procedures, and Title IX. (Reference: BP/AP 5910 ) The Coast Community College District celebrates all forms of diversity and is deeply committed to fostering an inclusive environment within which students, staff, administrators, and faculty thrive. Individuals interested in advancing the District's strategic diversity goals are strongly encouraged to apply. Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose.
 
 Pay Philosophy:
 Coast Community College District, through policies, practices, and other benefit programs, delivers a fair and equitable total compensation program that promotes equal employment opportunity, inclusion, and workforce vitality.  In general, it is the policy of the District to place new employees at the first step of the salary grade.  All movement on the salary schedule will occur July 1 of each year for all classified employees.  
 
 Application Requirements:
 Application materials must be electronically submitted online at http://www.cccd.edu/employment  to be considered for employment. 

 

Incomplete applications, application materials submitted by mail, and documents not requested in the job announcement will not be considered. Please note that the district does not return materials submitted in the application process (copies of original supporting documents are acceptable). 

 

A complete application packet includes:

  • A complete Coast Community College District Online Employment Application.
  • Responses to Supplemental Questions (please provide clear and detailed responses, as they will be carefully evaluated to determine the most qualified candidate(s) to be invited for an interview; please do not paste your resume, put "see resume" or "N/A", or leave blank).
  • A Cover Letter highlighting your experiences relevant to this position and addressing the minimum and essential qualifications, including your demonstrated evidence of D.E.I.A. (Diversity, Equity, Inclusion, Access).  (upload as a separate attachment - PDF recommended).
  • A Current Resume of professional and educational background and experience (upload as a separate attachment - PDF recommended).

    •        

      Submit an application online at:
           http://www.cccd.edu/employment
      
       Coast Community College District – Human Resources
       1370 Adams Avenue, Costa Mesa, CA 92626

     

    Individuals who need reasonable accommodations in accordance with ADA should notify the Human Resources Office for assistance or call 714.438.4716.

     

    *Note:  We have a strong focus and importance on D.E.I.A. and Anti-Racism (Diversity, Equity, Inclusion, Accessibility) and will be actively listening, assessing, and evaluating this throughout each stage of the application, recruitment, and interview process. 
     
     Submission of all required application information and materials is the responsibility of the applicant. All application materials become the property of the Coast Community College District and will NOT be copied or returned. To ensure consistency and fairness to all applicants, please do not submit materials in addition to those requested. Additional materials will not be considered or returned. Be sure to complete all questions and sections of the application. If you do not know an answer, please indicate so, but do not leave any space blank.
     
     All applications will be screened under a process of utmost confidentiality by a committee of representatives from the college community. Please note: Possession of the minimum qualifications does not ensure an interview.
     
     Any documents that you are unable to attach can be emailed to [email protected]      Emails must clearly indicate the job you are applying to and your full name.

     


    Additional Information

    Selection Procedure

    • All online applications received by the application deadline will be screened to determine which applicants meet the minimum qualifications as stated in the job announcement. Please note: Possession of the minimum qualifications does not ensure an interview.
    • Applicants wishing to apply for more than one position must submit separate application materials for each desired position.
    • Applicants who meet the minimum qualifications and who are also deemed to possess the highest committee evaluation will be invited to an interview.
    • If any travel is required for an applicant to participate in person during the interview process, this will be done so at the candidate's own expense . 
    • During the interview, candidates may be asked to conduct a short oral demonstration/presentation on a previously announced topic as well as participate in a writing exercise, or hands-on practical. 
    • Consideration will also be given to factors in addition to education and experience, including but not limited to professional development, ability to work with others, and commitment to meet student needs.
    • The search committee will rate the candidate's responses to the interview questions, the demonstration/presentation, and the applicable writing exercises and/or hands-on practicals. Based on this rating, a number of candidates will be recommended to move forward and will be invited for a second-level interview.
    • The hiring manager will conduct reference checks on the final candidate. The district reserves the right to contact the current or most recent employer and to investigate past employment records of applicants selected for interviews.
    • The campus President will make the final recommendation for employment to the Board of Trustees.
    • The start date will be determined based on the needs of the campus and the conditions of employment as posted in the job announcement/recruitment.
    • Applicants who are eliminated from consideration will be notified by email. All applicants are requested to provide an email address in their online application. Candidates should not expect official notification of the status of their candidacy until the Board of Trustees has acted upon the College's recommendation for employment.
    • The District reserves the right to extend the deadline, re-advertise the position, or delay filling this position based on the needs of the District and the student population we serve.


     

    Employment Information

    • Regular attendance is considered an essential job function; the inability to meet attendance requirements may preclude the employee from retaining employment.
    • The person holding this position is considered a mandated reporter under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in Coast Community College District policies, procedures, and Title IX. (Reference: BP/AP 5910)
    • The Coast Community College District celebrates all forms of diversity and is deeply committed to fostering an inclusive environment within which students, staff, administrators, and faculty thrive. Individuals interested in advancing equity and inclusion goals are strongly encouraged to apply. Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose.

     

    The SELECTED CANDIDATE is required to complete the following prior to employment:

    • Provide a Certificate of Tuberculosis Exam for initial appointment (Note: The certificate must be renewed every 4 years as a condition of continuing employment).
    • Have fingerprints taken by a Live Scan computer at the candidate’s expense (Clearance must be received prior to the first day of employment).
    • Present original documents for proof of eligibility to work in the United States including a Social Security Card; (Note: We are unable to sponsor or take over sponsorship of an employment Visa at this time.) AND
    • Participate in a new hire onboarding appointment with an Employment Services Representative.

     

    Coast Community College District is an Equal Opportunity Employer
           The Coast Community College District is committed to employing qualified administrators/managers, faculty, and staff members who are dedicated to student learning and success. The Board recognizes that diversity in the academic environment fosters awareness, promotes mutual understanding and respect, and provides suitable role models for all students. We are committed to hiring and staff development processes that support the goals of equal opportunity and diversity, and equal consideration for all qualified candidates. The District does not discriminate unlawfully in providing educational or employment opportunities to any person on the basis of race, color, sex, gender identity, gender expression, religion, age, national origin, ancestry, sexual orientation, marital status, medical condition, physical or mental disability, military or veteran status, or genetic information.
        
       The Coast Community College District is a multi-college district that includes     Coastline College,  Golden West College ,  and Orange Coast College .  The three colleges offer programs in transfer, general education, occupational/technical education, community services, and student support services. 
      
     Since its founding in 1947, the Coast Community College District has enjoyed a reputation as one of the leading community college districts in the United States. Governed by a locally elected Board of Trustees, the Coast Community College District plays an important role in the community by responding to the needs of a changing and increasingly diverse population.


     

    Coast Community College District Title IX
         https://documents.cccd.edu/2023CCCD_ASFSR.pdf (Download PDF reader)

     

    This direct link 2023 Coast Community College District Annual Security And Fire Safety Report (Download PDF reader)  is the 2023 Annual Security and Fire Safety Report for Coast Colleges. The crime statistics for calendar years 2019, 2020, and 2021 were submitted to the U.S. Department of Education as required under the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act. A hard copy can be provided from one of the Campus Safety Offices.  Please contact any of the Campus Safety Offices for any questions regarding the report.

     


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