MIRACOSTA COLLEGE
MIRACOSTA COMMUNITY COLLEGE DISTRICT
[E]=essential job function 8/31/09
DIRECTOR, PURCHASING AND MATERIAL MANAGEMENT 2
CLASS TITLE: DIRECTOR, PURCHASING AND MATERIAL MANAGEMENT
BASIC FUNCTION:
Under the direction of the Vice President, Business and Administrative Services, plan, organize, administer and provide overall leadership to the district’s purchasing, contracting, and material management functions including the following operations and programs: purchasing, contracting, budget and planning advisory, capital construction contracting, capital equipment planning and procurement, minority business recruitment, mail services, shipping and receiving, distribution and courier services, warehouse operations, central stores, records management, fixed asset management, surplus disposal program, standards program, disaster preparedness program, and hazardous materials program.
REPRESENTATIVE DUTIES:
1. Plan, organize, and administer the multi-campus purchasing and procurement activities and operations in accordance with federal, state and district policies and procedures to assure maximum cost effectiveness and value to the district. Advise and make recommendations to the Vice President, Business and Administrative Services and the Governing Board regarding major procurements and related legal issues. Interpret and apply legal guidelines and rulings, and confer with legal counsel on issues pertaining to procurement and contracting as required. Analyze and interpret legislative mandates and guidelines to ensure district compliance with same. [E]
2. Plan, organize, and administer the contracting activities of the District including supervision of the development, solicitation, evaluation and negotiation of bids and proposals to assure maximum cost effectiveness and minimal legal liability of the District. [E]
3. In conjunction with the Superintendent/President, the Vice President of Business and Administrative Services, serve as one of three authorized district signatories for the execution of all contracts, agreements, purchases, grants, legal documents and IRS reports. Ensure that all contract and procurement activities meet the highest ethical and legal standards. [E]
4. Develop and administer the procurement of capital equipment and furnishings for all new construction and remodeling projects. Develop and administer procurement and contract support for all new programs and grants. [E]
5. Plan, organize, and administer the logistical requirements and material management of the district, including the management of capital equipment, shipping and receiving, warehouse operations, distribution and courier services, and effective disposal of surplus/obsolete property.
6. Ensure a minimal window of legal and contractual liability to the district in all aspects of purchasing, contracting and material management by knowledge and interpretation of federal and state laws, legislative mandates, business law, conflict of interest regulations, Uniform Commercial Code, Public Contract Code and the California Education Code. Develop and execute plans and programs to reduce business risk, including claims and costs to the district. Represent the district with regard to contractor claims and bankruptcies, class action suits and contract dispute resolution as appropriate. [E]
7. Advise the district and monitor capital budget and equipment allocations, approvals and funding. Review and approve major procurement for compliance with district budget allocations.
8. Develop and implement a minority business procurement program and meet or exceed federal and state guidelines in their recruitment and reporting.
9. Represent the district in meetings with government agencies, corporations, suppliers, local community groups, professional associations, and other organizations. Provide active participation and support of cooperative purchasing/contracting efforts in conjunction with a variety of national, state, and local agencies.
10. Plan, organize and administer the multi-campus mail and distribution/courier operations, including regular interaction with U.S. Postal Service, various package delivery and overnight delivery systems and management of the district bulk mail operations. Ensure compliance with all federal regulations and legal and confidentiality requirements.
11. Plan, organize and administer the district’s multi-campus printing and reprographics services, including responsibility for planning and utilization of all district copier and facsimile equipment. Develop and administer the copy centers and outsourced printing services for all three campuses, including the district’s outsourced printing services functions.
12. Plan, organize and administer the district’s central stores operation and ensure adequate stocking levels via material requirements planning and distribution.
13. Plan, organize and administer the district’s fixed asset management program, including responsibility for the physical and financial accountability for all district capital equipment and furnishings. Develop and administer the District’s equipment and furnishings replacement plan. [E]
14. Plan, organize and administer the district’s records management program, including responsibility for the security, maintenance and destruction of critical district records and documents.
15. Provide administrative support to the district hazardous materials tracking and inventory program, including the handling and storage of various hazardous materials in compliance with OSHA regulations.
16. Plan, organize and administer the multi-campus logistical aspects of the district disaster preparedness program, working in conjunction with federal, state and local agencies to ensure the protection of both district personnel and property in the event of a disaster.
17. Provide administrative and procurement supports for the district’s Associated Student Body, an auxiliary function of the district.
18. Provide administrative and procurement support for the MiraCosta College Foundation, an auxiliary function of the district.
19. Plan, organize and direct the activities, training and evaluation assigned staff.
KNOWLEDGE AND ABILITIES:
KNOWLEDGE OF:
Principles, laws, regulations, practices and procedures specific to Purchasing and Material Management, including extensive knowledge of contract and business law, California Education Code, Uniform Commercial Code, Public Contract Code, and Business and Professions Code, including emerging legal concepts pertaining to electronic commerce and data management.
Principles of organization, administration and management.
Principles of project management and proprietary budget funding, including school district budgeting and accounting;
Principles and practices of supervision and training.
Community college or public sector capital outlay programs and processes;
Methods and techniques of conflict resolution, strategic planning, and supervision.
U.S. Postal Service federal regulations and procedures.
Interstate Commerce Commission and Public Utilities Commission regulations and procedures.
California Vehicle Code regulations and procedures, including national and international transportation and cargo guidelines.
Laws, codes and regulations governing the administration of district health, safety and property liability issues, including OSHA, FEMA and other applicable Health and Safety regulations.
Fixed asset management and control applications.
Information technology and systems including implementation and maintenance of an enterprise resource-based automated purchasing and fixed assets management system.
International, national and local business and economic conditions, including the ability to forecast, interpret and respond to market prices and trends.
Interpersonal skills using tact, patience and courtesy.
District organization, operations, policies and objectives.
Modern office practices, procedures and equipment.
Computer applications.
Oral and written communication skills including correct English usage, grammar, spelling, punctuation and vocabulary.
ABILITY TO:
Negotiate and deal effectively with contractors, vendors, attorneys and members of the community.
Interpret and apply statutes, regulations, policies, legislative mandates and legal opinions.
Administer and execute complex bids and contracts.
Perform in-depth cost and value analyses on complex procurements.
Employ interpersonal communication techniques, including facilitation, team and consensus-building skills.
Establish and maintain cooperative and effective working relationships with others.
Investigate and resolve complaints and accomplish effective conflict resolution.
Analyze situations accurately and adopt an effective course of action.
Maintain the highest level of ethical behavior and ensure audit compliance within all departmental operations.
Meet or exceed the requirements of the State of California Personal Conflict of Interest report.
Develop positive business relationships between the District and the local community.
Plan and organize work.
Communicate effectively both orally and in writing.
Meet schedules and deadlines.
Work confidentially with discretion.
Develop and control budget.
Work independently with little direction.
Understand and follow oral and written directions.
Operate a variety of office equipment including a computer terminal.
Maintain records.
Operate a vehicle, observing legal and defensive driving practices.
Supervise, train and evaluate staff representing a number of diverse job duties.
Demonstrate sensitivity to and understanding of diverse academic, socioeconomic, cultural, ethnic and disability issues.
EDUCATION AND EXPERIENCE:
Education and experience equivalent to a Bachelor’s degree in Business Administration or a related field and six years of progressively responsible purchasing, contracting and material management experience.
LICENSES AND OTHER REQUIREMENTS:
Valid California driver’s license.
WORK DIRECTION, LEAD AND SUPERVISORY RESPONSIBILITIES:
Buyers, purchasing assistants, secretary/clerks, warehouse, central stores, fixed assets, mail, printing and copy services personnel.
CONTACTS:
Administrators, Governing Board members, faculty, staff, students, Foundation members, Chancellor’s office representatives, legal counsel, federal, state and county organizations and agencies. Extensive contact with local business and community leaders.
PHYSICAL EFFORT:
Moderate physical labor with frequent standing and walking for extended periods of time; walking over rough or uneven surfaces on construction sites and jobwalks; moderate lifting, carrying, pushing and pulling of objects weighing up to thirty-five pounds; ability to operate district vehicles including electric carts to travel to and from a variety of locations on and off campus as needed to conduct district business.
EMOTIONAL EFFORT:
Ability to develop and maintain effective working relationships involving interactions and communications personally, by phone and in writing with a variety of individuals and/or groups of individuals from diverse backgrounds on a regular, on-going basis; subject to frequent public contact ; ability to appropriately respond to a variety of situations and unanticipated stressors and interruptions; ability to work effectively under pressure on multiple tasks concurrently while meeting established deadlines and changing priorities; occasional exposure to angry, disgruntled and abusive individuals.
WORKING CONDITIONS:
Indoor and occasional outdoor environments; intermittent exposure to all weather conditions including rain and extreme heat; may be required to work while using or wearing safety equipment; possible exposure to hazardous environments and/or materials; frequent exposure to construction and warehouse environments with exposure to heavy equipment; subject to frequent contacts and interruptions by individuals in person or by phone; work assignment may include day and/or evening hours, weekends and/or holidays on an as-needed basis.
MIRACOSTA COMMUNITY COLLEGE DISTRICT
[E]=essential job function 8/31/09