<p>Definition</p> <p>Under direction, performs specialized purchasing duties by receiving, reviewing, and processing approved purchase requisitions for classroom, laboratory, office supplies and equipment; verifies the availability of account funds being charged and requests adjustments as needed; contacts vendors to obtain quotes, pricing, product information, and related purchasing data; coordinates with central receiving to confirm receipt of purchases and facilitates the delivery of goods; monitors and tracks service contracts; and performs other related duties as assigned.</p> <p>Supervision</p> <p>Works under the direct supervision of the department manager.</p> <p>Does not directly or indirectly supervise other employees but may provide work direction to lower-level employees, temporary employees, and/or student workers.  </p> <p>WORK SCHEDULE</p> <p>This is a temporary substitute position on an as needed basis. Schedule will vary as needed for coverage.</p> <p>ESSENTIAL DUTIES AND RESPONSIBILITIES:</p> <p>The following duties and responsibilities are typical of those performed in this classification.</p> <ul> <li> <p>Performs specialized purchasing duties by receiving, reviewing, and processing approved purchase requisitions for classroom, laboratory, office supplies and equipment.</p> </li><li> <p>Ensures the accuracy and completeness of order information and proper authorizations, account coding, and cost calculations; enters digital order information, including delivery address, account coding, purchase amounts, product quantity, and other required data; notifies management of discrepancies.</p> </li><li> <p>Verifies the availability of account funds being charged for the purchase and requests adjustments as needed; confirms vendor is authorized in financial database; set up newly approved vendors in financial database.</p> </li><li> <p>Contacts vendors to obtain quotes, pricing, product information, and related purchasing data; verifies and compares pricing and purchase order information and identifies the best price for the desired item or a comparable substitution; modifies and cancels purchase orders as necessary; follows up on delayed shipments, shortages, damaged deliveries, credit problems, and other discrepancies.</p> </li><li> <p>Coordinates with central receiving to confirm receipt of purchases and facilitates the smooth and timely delivery of goods to various campus locations; checks the inventory of standard stock items and requests management approval to order additional supplies; coordinates item returns and assists in resolving shipping/receiving issues; identifies, documents, and notifies the accounting department of purchases that represents fixed assets.</p> </li><li> <p>Monitors and tracks service contracts for copy machines and assigned equipment maintenance agreements; verifies usage, billing discrepancies, dates of contract coverage, and overage charges; initiates contract renewal purchase orders and provides new billing codes to contractors.</p> </li><li> <p>Assists with fiscal year-end closing by verifying open purchase orders, closing all matched and paid purchase orders, and obtains copies of pending invoices to facilitate timely processing; identifies purchases that must be carried over into the next fiscal year.</p> </li><li> <p>Verifies and reconciles assigned credit card statements; maintains and documents credits to be applied to future purchases; reviews invoices related to shipping and other expenditures, and verifies for accuracy and conformance with purchasing documents; tracks returns and processes credits with the accounting department; coordinates with departments to troubleshoot transactions as needed.</p> </li><li> <p>Prepares and maintains a variety of records and reports related to assigned purchasing functions; establishes and maintains filing systems.</p> </li><li> <p>Provides customer support and technical advice on matters related to purchasing needs and specifications.</p> </li><li> <p>May provide work direction to lower-level employees, temporary employees, and/or student workers.</p> </li><li> <p>Performs other related duties as assigned.</p> </li></ul> <p>The education, training, and experience qualifications are considered likely to provide the required knowledge and abilities to perform the above essential duties. </p> <p>Education and Experience:</p> <p>Associate's degree or equivalent from an accredited college or university with coursework in business administration, accounting, finance, or a related field.</p> <p>Three (3) years of purchasing and/or contract experience.</p> <p>Licenses/Certifications/Other Requirements:</p> <p>None.</p> <p>Knowledge of:</p> <ul> <li> <p>Principles and practices for ordering and purchasing supplies, materials, equipment, and services.</p> </li><li> <p>Methods of gathering price quotes and bids.</p> </li><li> <p>Financial recordkeeping and bookkeeping principles, methods, practices, and terminology.</p> </li><li> <p>Laws, regulations, standards, and/or requirements applicable to areas of assignment. </p> </li><li> <p>Technical methods of financial data research, collection, compilation, organization, and reporting.</p> </li><li> <p>Methods of prioritizing, planning, and organizing work.</p> </li><li> <p>Methods of filing information using alpha, numeric and alphanumeric systems.</p> </li><li> <p>Principles and practices of customer service.</p> </li><li> <p>Correct use of the English language, including spelling, punctuation, and grammar.</p> </li><li> <p>Standard office practices or procedures.</p> </li><li> <p>Standard office software and modern office equipment. </p> </li><li> <p>Business arithmetic.</p> </li></ul> <p>Ability to:</p> <ul> <li> <p>Review, process, monitor, and track purchase requisitions.</p> </li><li> <p>Use specialized financial software. </p> </li><li> <p>Review, reconcile, calculate, input, and maintain financial documents and data. </p> </li><li> <p>Research, apply, and explain laws, regulations, policies, and procedures applicable to areas of assignment. </p> </li><li> <p>Operate a variety of office equipment including computers and printers/copiers.</p> </li><li> <p>Utilize standard office software (e.g., email, word processing, and spreadsheet software).</p> </li><li> <p>Maintain confidentiality of sensitive and/or protected information.</p> </li><li> <p>Prepare reports, correspondence, and other documents using multiple business formats.</p> </li><li> <p>Maintain electronic and paper financial records.</p> </li><li> <p>Perform business arithmetic. </p> </li><li> <p>Prioritize work and complete assignments accurately and within established deadlines.</p> </li><li> <p>Provide and obtain detailed information to/from others. </p> </li><li> <p>Provide customer service with a high level of sensitivity, tact and patience.</p> </li><li> <p>Exercise reasonable judgment in performing job duties. </p> </li><li> <p>Work and perform duties independently. </p> </li><li> <p>Perform and prioritize multiple tasks. </p> </li><li> <p>Communicate effectively, both orally and in writing.</p> </li><li> <p>Establish and maintain cooperative and effective working relationships with all employees and others encountered in the course of work. </p> </li><li> <p>Demonstrate a sensitivity to, and understanding of, the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds of community college students. </p> </li></ul> <p>PHYSICALAND MENTAL STANDARDS:</p> <p>The following physical and mental standards are identified as necessary to perform the essential duties and responsibilities.  However, reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of the position. </p> <ul> <li> <p>Mobility: frequent sitting for long periods; occasional kneeling, crouching, pushing, pulling, walking, and standing; occasional reaching above and below desk level.</p> </li><li> <p>Dexterity: frequent fine manipulation sufficient to operate a computer keyboard; frequent grasping to handle individual papers, write and take notes, and feel individual objects. </p> </li><li> <p>Lifting/Carrying: frequent lifting/carrying of papers, files, equipment, and material weighing up to 10 pounds; occasional lifting up to 25 pounds. </p> </li><li> <p>Visual Requirements: frequent use of vision sufficient to read files, documents, and computer screens and do close-up work. </p> </li><li> <p>Hearing/Talking: frequent hearing and speaking in person and on the telephone. </p> </li><li> <p>Emotional/Psychological Factors: frequent contact with others, including some public contact; frequent deadlines and time-limited assignments.</p> </li></ul> <p>ENVIRONMENTAL CONDITIONS:</p> <ul> <li>Work is primarily performed in a standard office or other indoor environment. </li></ul> <p>Application Process</p> <p>This position requires the following documents to be attached to your online application in order to be considered:</p> <ul> <li>Resume </li><li>Scanned copy of official transcripts indicating conferred degree must be submitted. Foreign transcripts and degrees require official certification of equivalency to U.S. transcripts and degrees by a certified U.S. review service at the time of application and must identify graduate level coursework. </li></ul> <p> Applications with incomplete information (i.e. statements such as "see resume") or missing documents will not be considered.  Additional documents not requested in the announcement will not be reviewed.  </p> <p> </p> <p>Position Funding</p> <p>This position is offered contingent upon funding. GCCD reserves the right to extend, withdraw, and/or reopen this position at any time. Additional openings, for the same position, which become available prior to the end of the hiring process may be filled by qualified applicants that applied to this job announcement.</p> <p> </p> <p>Commitment to Diversity and Equal Employment Opportunity Employer </p> <p>GCCD is committed to employing administrators, faculty, and staff members who are dedicated to student success. GCCD recognizes that diversity in the academic environment fosters cultural awareness, promotes mutual understanding and respect, and provides suitable role models for all students.</p> <p>GCCD is committed to hiring processes that support equal opportunity, diversity, and provide equitable consideration for all candidates as required in federal and state law.  To find out more about GCCD, please visit our website at glendale.edu </p> <p> </p> <p>Accommodations </p> <p>If accommodations are needed for the application process in compliance with the Americans with Disabilities Act, please inform Human Resources.  </p> <p>Thank you for your interest in employment opportunities with Glendale Community College District.</p>