Purchasing Technician

BASIC FUNCTION: Under the direction of the assigned supervisor, perform a variety of technical duties and assist in the purchasing of materials, supplies and equipment utilized within the District in accordance with legal guidelines and established procedures.Essential duties and responsibilities include the following. 

Receives requisitions and examine for correctness; determine if items should be quoted or bid; return improperly prepared documents or contact requisitioner to make corrections; proof quotations for accuracy; prepare requisitions for processing.

Prepares purchase orders, change orders, continuing orders, expedite orders; follow through on orders until merchandise is correctly received; contact vendor and campus personnel to resolve problems.

Reviews quotes from vendors; ensures all information on quotes is present in requisitions, issues purchase orders.

Reviews vendor applications and W9 forms for completion; sets up vendors in Enterprise Resource Platform (ERP) system; ensures new vendors have been verified on System for Award Management (SAM) website.

Assists in the development of bid specifications; prepares invitation to bid and bid advertisements; assists in the evaluation of bids and recaps.

Maintain contact with vendors; keep apprised of new products, market conditions and current prices; assist in the evaluation and selection of vendors.

Assists with Accounts Payable and Budget Managers with year-end close.

Maintains liaison with District Warehouse on matters relating to substitution, equivalents, delivery schedules and vendor problems.

Advises District personnel on proper purchasing procedures; act as a point of contact for staff on matters pertaining to the acquisition of equipment, supplies and services; provide input on operations and procedures.

Operates a variety of office equipment.

Performs job-related duties as assigned.To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION AND EXPERIENCE:

Completion of one year (30 units) of college with major course work in business, accounting or a related field

OR

Two years increasingly responsible purchasing experience in a public agency

OR

Any combination of training, experience, and/or education that provides the required knowledge, skills, and abilities.

AND

Demonstrate a sensitivity to relate to persons with diverse socio-economic, cultural, and ethnic backgrounds, including the disabled.LANGUAGE SKILLS:

Ability to read, analyze, and interpret contracts, budgets, professional journals, technical procedures, or governmental regulations.

Ability to write bid specifications, purchasing reports, business correspondence, and procedure manuals using correct English usage, grammar, spelling, punctuation and vocabulary.

Ability to effectively present information and respond to questions from administrators, other employees, and the business community.

MATHEMATICAL SKILLS:

Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations.

Ability to prepare clear, concise and complete financial reports.

REASONING ABILITY:

Ability to define problems, collect data, establish facts, and draw valid conclusions.

Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract variables.

Analyze data and solve non-routine purchasing problems using judgment and generally accepted public procurement principles.

CERTIFICATES, LICENSES, REGISTRATION:

None are required for this classification.

OTHER SKILLS AND ABILITIES:

Demonstrate knowledge of:

Principles, methods, procedures and legal requirements of public procurement.

Sources of supply, commodity markets, marketing practices and pricing methods and differentials.

Modern office practices, procedures and equipment.

Purchase goods and services in a cost effective, efficient manner. Interpret market prices and trends.

Learn, interpret, apply and explain District policies and procedures and legal requirements related to District purchasing operations.

Analyze and compare purchasing bids. Prepare bid specifications and purchase orders.

Establish and maintain cooperative and effective working relationships with others. Prepare and maintain records and reports.

Work independently and exercise discretionary judgment.

Operate office equipment such as printer, calculator, copier, automated telephone system, microcomputer, and terminal for mainframe applications; develop and manipulate spreadsheets through the use of financial application software.

Operate an electronic keyboard accurately at an acceptable rate of speed.

Use word processing, spreadsheet and data base management computer software effectively.

Perform assigned work with speed and accuracy.

Establish and maintain effective and cooperative working relationships with others.

Maintain records and files. Meet schedules and timelines.

Plan and organize time and work effectively. Work independently with minimum supervision.

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties outlined in this classification, the employee in this classification is regularly required to sit for long periods of time, use hands and fingers to operate an electronic keyboard or other office machines, reach with hands and arms, speak clearly and distinctly to answer telephones and to provide information; and hear and understand voices over telephone and in person. An employee in this classification routinely performs work duties and attends work- related meetings at campus locations.

The employee assigned to this classification must regularly lift, carry and/or move objects weighing up to 10 pounds.

Specific vision abilities required for positions assigned to this classification include close vision (clear vision at 20 inches or less), ability to adjust focus (ability to adjust the eye to bring an object into sharp focus).

WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The work assigned to this classification is typically performed in an office environment. While performing the duties of this classification, the employee frequently is exposed to frequent interruptions and the hazards of working with video display terminals. The work environment is moderately noisy.