128
AGENDA ITEM BACKGROUND
TO:
GOVERNING BOARD
DATE
FROM: PRESIDENT
June 10, 2013
SUBJECT:
Administrative/Management Job Description Update:
Director of Purchasing, Contracts,
Risk Management and Auxiliary Services
REASON FOR BOARD CONSIDERATION
ACTION
ENCLOSURE(S)
Page 1 of 5
ITEM NUMBER
F.10
BACKGROUND:
The Director of Purchasing job description was created in 1999 to address the need to plan, organize,
direct and supervise District purchasing activities. In 2004 the job description was revised to incorporate
the contracting activities and the position was reclassified to Director of Purchasing and Contracts. In
2010 the job description was revised to incorporate the duties in support of various auxiliary services and
the coordination and direction of the risk management program.
In 2011 a new Auxiliary Services Manager position was created to supervise the College bookstore,
copy/duplication center, and contracted food and vending services. Although the District recruited for this
position, it was never filled. Given the recent contract with Barnes and Noble for bookstore services, it
has been determined that a new Auxiliary Services Manager position will not be filled and the Director of
Purchasing, Contracts and Risk Management will assume the managerial responsibilities as it relates to the
bookstore, district printing, food services and vending.
Given this, the Director of Purchasing, Contracts, and Risk Management job description has been revised
and updated to reflect duties of the current management assignment, which will include supervising
purchasing, warehouse, district printing, the mailroom bookstore and other assigned functions.
The revised Director of Purchasing, Contracts, Risk Management and Auxiliary Services job description is
provided for the Governing Board’s review and approval.
(Continued)
RECOMMENDATION:
It is recommended that the Governing Board ratify the updated administrative job description for
the Director of Purchasing, Contracts, Risk Management and Auxiliary Services to be placed at
Range I of the Administrative/Management 225-Day Salary Schedule.
Administrator Initiating Item:
Loree McCawley/Victoria Lewis
Academic and Professional Matter
If yes, Faculty Senate Agreement
Senate President Signature
 Yes  No
 Yes  No
Final Disposition
129
Cabrillo College
Board Pol icy # 2070.41
DIRECTOR OF PURCHASING, CONTRACTS, AND RISK MANAGEMENT AND
AUXILIARY SERVICES
CLASSIFIED ADMINISTRATOR
JOB DESCRIPTION
The Director of Purchasing, Contracts, and Risk Management and Auxiliary Services plans,
organizes, directs and supervises District purchasing and contracting activities and is
responsible for directing various auxiliary services, and the coordination and direction and
coordination of the District’s risk management program.
SCOPE
Under general direction of the Vice President, Administrative Services, responsible for
directsing and supervises purchasing, contracts, the mailroom, duplications district printing,
warehouse, and the external vendor contracts for operations of the bookstore, food, services
and vending functions services of the District College; performs management duties within
the Administrative Services organizational structure; supervises the operational activities of the
mailroom, duplications and warehouse; and oversees food services; directs and coordinates
specific District wide risk management functions and activities; analyzes, interprets, proposes
and implements District policy; and provides support functions for College programs as
assigned.
EXAMPLES OF DUTIES
Duties include but are not limited to the following:
Purchasing:
Organizes, directs and implements a comprehensive College purchasing program to
provide equipment, materials, and services efficiently and economically (E)
Manages purchasing processes required (to include all formal bidding and Request
for Proposals required) to comply with federal, state, and district requirements and
sound business practices (E)
Reviews all purchase orders and maintains follow-up procedures on late or partial
deliveries (E)
Hires, assigns trains, supervises, and evaluates the work of purchasing, warehouse,
mailroom, duplications district printing, and other assigned staff (E)
Plans budget for the purchasing department, warehouse, mailroom, duplications
district printing, district utilities, and food services for approval by the Vice President,
Administrative Services (E)
Develops recommendations for changes and improvements in purchasing and
receiving policies and procedures to increase cost effectiveness of the purchasing
program (E)
Establishes purchasing standards and controls expenditures to these standards (E)
Acts as primary liaison with vendors, College departments, local and state agencies,
and the public on issues and questions concerning purchasing (E)
Evaluates vendor and product performance as necessary; compares performance to
standards, specifications and terms of contracts; takes appropriate action; maintains
insurance records for active vendors as appropriate (E)
Implements and maintains a fixed asset accounting program/inventory process (E)
Automates the purchasing, inventory, and warehouse functions (E)
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Director of Purchasing, Contracts, and Risk Management and Auxiliary Services
Board Policy # 2070.41
Page 2
EXAMPLES OF DUTIES (cont'd)
Contracts:
Reviews, writes, revises, and manages District contracts (E)
Interprets and advises the District on legal requirements, codes, regulations, and
policies (E)
Analyzes and coordinates the input of various District consulting counsel in the
arenas of public agency law, business law, contracting, education and public
contract code, and labor law (E)
Serves as the District contract administrator for food services and vending contracts,
designed as revenue producing cost-centers of the Auxiliary Services department (E)
Manages the District’s compliance with public records requests (E)
Risk Management:
Manages District risk management program to include developing, implementing and
disseminating plans, policies, standards, and procedures for effective risk management
and control (E)
Evaluates extent of risk exposure and, where feasible, develops programs to minimize
financial risk to the District (E)
Serves as representative or alternate representative to District Joint Powers
Authorities, making coverage, policy, budget and claims settlement
recommendations and voting on behalf of the District (E)
Supervises the management of District property and liability claims (E)
Coordinates the gathering of information and analysis of data necessary for the
renewal of District insurance coverage (E)
Bookstore:
Supervises and administers outside vendor contracts; manages and provides District
oversight for the District Bookstore (E)
Manages the bookstore vendor contract to ensure contract compliance and District
revenue collection (E)
Ensures compliance with District policies and procedures, education code and other
pertinent controlling regulations (E)
Supervises District employees who work in leased Bookstore operations (E)
Transportation:
Oversees the development and administration of the annual transportation program
fund budget (E)
Forecasts funds needed for transportation program staffing, equipment, materials, and
supplies; monitors and approves expenditures, and implements adjustments (E)
Related Duties:
Compiles and maintains statistical data and generates reports (E)
Participates as a member of the District Safety Committee
Serves on college committees as required or assigned
Attends workshops, conferences and meetings related to college business, purchasing
and other assigned operations, which may require driving to offsite facilities
Performs special projects related to Administrative Services as assigned
Performs related duties as required or assigned
(E) = designates an essential function
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Director of Purchasing, Contracts, and Risk Management and Auxiliary Services
Board Policy # 2070.41
Page 3
QUALIFICATIONS
Education and Experience: A Bachelor’s degree from an accredited four-year college or university
Education equivalent to a Bachelor's degree from an accredited four-year college or
university, with major coursework in accounting, finance, business, public
administration or a related field AND four years of increasingly responsible
professional level administrative experience, including two years experience in
purchasing, which has provided the knowledge and abilities outlined below. Previous
supervisory experience required.
Knowledge of:
General purchasing procedures and competitive bidding processes
Principles, procedures, methods, techniques, and strategies relative to the
management of auxiliary service programs
Laws, rules, and regulations, and codes related to assigned duties and activities
General knowledge of and the ability to apply the principles and practices of program
administration, office management and budgetary control
Budget preparation and management for multiple cost centers
Risk management programs and procedures for effective risk management
Effective leadership, managerial techniques, and supervisory principles and
practices
Computer applications including word processing, spreadsheet, database and
accounting software
Ability to:
Analyze complex information related to purchasing, contracts, risk management, and
transportation program activities lease agreements
Understand, interpret and apply a variety of laws, regulations and litigation
concerning District contracts
Perform duties in compliance with applicable College rules and regulations, policies
and procedures
Maintain accurate financial records; perform short and long-range budget, financial,
and operating planning
Effectively resolve disputes, analyze situations, evaluate alternatives and make
creative and sound recommendations
Provide leadership and eEffectively train, supervise and evaluate the activities of
others
Communicate effectively verbally and in writing
Establish and maintain effective working relationships with faculty, staff and College
administration
Consistently perform under the pressure of deadlines and other administrative
demands
Desired:
Knowledge of public sector purchasing procedures and competitive bidding
Familiarity with the California Workers’ Compensation system
Familiarity with administration of property and liability insurance budgets and claims
Two years experience in insurance or corporate/public sector risk management
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Director of Purchasing, Contracts, and Risk Management and Auxiliary Services
Board Policy # 2070.41
Page 4
QUALIFICATIONS (cont’d)
LICENSES AND OTHER REQUIREMENTS
Possess and ability to maintain a Vvalid California driver's license and a safe driving
record during the course of employment
WORKING CONDITIONS
Environment:
Office environment
Physical demands:
Hearing and speaking to exchange information
Dexterity of hands and fingers to operate a computer keyboard
Sitting for extended periods of time
Seeing to read and analyze financial reports
AUTHORITY/RESPONSIBILITY
The Director of Purchasing, Contracts, and Risk Management and Auxiliary Services has
direct supervision of designated classified employees within for purchasing, warehouse,
duplications district printing, the mailroom, bookstore and other assigned functions; and is
responsible for providing technical risk management and safety information and direction for
all segments of the college.
Established: July 12, 1999
Revised: September 13, 2004
Revised: May 3, 2010
Revised: June 10, 2013