POSITION DESCRIPTION TITLE: FLSA STATUS: Purchasing Specialist Non-Exempt CATEGORY: GRADE: Classified E JOB SUMMARY: Issue bid specifications and bid amendments to vendors. Perform duties related to contract administration and secure and verify insurance certificates from vendors. Provide administrative support for the Director and on-site support for the Purchasing office staff, District staff and vendors. ESSENTIAL FUNCTIONS: YEARLY PERCENT OF TIME 35% 1. Issue bid specifications and bid amendments to vendors, and arrange for the collection of any applicable fees. Set up and maintain the vendor master database for the District, including the maintenance of on-line and off-line documentation files. Distribute purchase orders, change orders, and contracts to vendors via mail, fax or electronically. Involves continual on-going contact with vendors. 2. Provide administrative support and assists in the preparation and handling of confidential documents. Ensure students, staff, faculty, and community members are greeted in a professional and courteous manner. Assist with the coordination and administration of office operations. Coordinate meetings and conferences, prepare meeting agendas and materials. Prepare and process check requests, purchase requisitions, budget transfer and journal entries as needed. 25% 3. Issue and maintain all contract forms, service agreements and related contract renewals. Perform contract file audits and follow-up any questions and assures proper documentation is submitted. Maintain electronic records of contract dates, options, renegotiations and re-determination of rates; advise buyers and the Director of upcoming contract expiration dates and assure contracts and database are constantly updated. 15% 4. Ensure all month-end payroll forms are accurately submitted; track and record staff leave forms; facilitate the dissemination of information pertaining to insurance related issues. Secure and verify insurance certificates from vendors. Maintain electronic and physical files of vendor insurance certificates. 10% 5. Receive, respond, and process incoming telephone calls, requests for information, and inquiries from college staff, vendors, and the community at large. Provide work direction to assigned staff. Serve as back-up on planning and coordination of the competitive solicitation process. Issue, receive, track and maintain the purchasing forms, required by the Texas Local Government Code. 10% 6. Other duties as assigned. 5% REPORTING RELATIONSHIP: Director, Purchasing and Contract Management SUPERVISORY RESPONSIBILITIES: Provide work direction to assigned staff. Effective: 6/1/11 Page 1 of 6 ESSENTIAL QUALIFICATIONS: EDUCATION: Associate’s Degree. EXPERIENCE: Five (5) years related experience. SPECIAL SKILLS AND ABILITIES: 1. Skills/Abilities: Good knowledge of District policies and procedures and state law as it relates to the Purchasing function. General knowledge of the Uniform Commercial Code. Knowledge of general business principles and practices of public administration. Ability to understand and author moderately complex to complex contracts and agreements. Responsible for reports; establish and maintain complex filling systems. Establish and maintain effective working relationships with public agencies, departmental employees and the public. Must be able to communicate effectively (both orally and in writing). Have strong interpersonal skills. Ability to pay attention to detail for long periods of time. Must have strong organizational and analytical skills. Ability to present oneself in a professional manner and address College faculty, staff and visitors in a courteous manner. 2. Equipment Used: Personal computer, fax, telephone, copier, scanner and other equipment associated with an office environment. 3. Software Used: A variety of word-processing including Microsoft Office, spreadsheet, database, e-mail, presentation software, and financial administrative systems, i.e. Banner. PHYSICAL REQUIREMENTS: 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. While performing the duties of this Job, the employee is regularly required to use hands to handle or feel; and talk or hear. The employee is frequently required to sit. The employee is occasionally required to stand; walk; reach with hands and arms; climb or balance and stoop, kneel, crouch, or crawl. The employee must regularly lift and/or move up to 10 pounds, frequently lift and/or move up to 25 pounds and occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus. INTERPERSONAL SKILLS: Alternative or combined skills in understanding, and/or influencing people are important in achieving job objectives, causing action, understanding others, or changing behavior; and, skills of persuasiveness or assertiveness, as well as sensitivity to the point of view of others. Effective: 6/1/11 Page 2 of 6 WORKING CONDITIONS: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The noise level in the work environment is moderate. Effective: 6/1/11 Page 3 of 6 POSITION TITLE: Purchasing Assistant PHYSICAL REQUIREMENTS & WORKING CONDITIONS: The physical demands and work environment factors described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. PHYSICAL ACTIVITIES: None Stand Walk Sit Use hands to finger, handle or feel Reach with hands and arms Climb or balance Stoop, kneel, crouch, or crawl Talk Hear Taste Smell WEIGHT and FORCE DEMANDS: Up to 10 pounds Up to 25 pounds Up to 50 pounds Up to 100 pounds More than 100 pounds WORK ENVIRONMENT: Wet or humid conditions(non-weather) Work near moving mechanical parts Work in high, precarious places Fumes or airborne particles Toxic or caustic chemicals Outdoor weather conditions Extreme cold(non-weather) Extreme hot (non-weather) Risk of electrical shock Work with explosives Risk of radiation Vibration Over 2/3 X X X X X X X X None Amount of Time Under 1/3 1/3 to 2/3 Over 2/3 X X X X X None Amount of Time Under 1/3 1/3 to 2/3 Over 2/3 X X X X X X X X X X X VISION DEMANDS: No special vision requirements Close vision (clear vision at 20 inches or less) Distance vision (Clear vision at 20 feet or more) Color vision (ability to identify and distinguish colors) Peripheral vision Depth perception Ability to adjust focus Effective: 6/1/11 Amount of Time Under 1/3 1/3 to 2/3 X X X Required X X X X X X X Page 4 of 6 NOISE LEVEL: Very quiet Quiet Moderate Loud Very Loud Exposure Level X The intent of this job description is to provide a representative and level of the types of duties and responsibilities that will be required of positions given this title and shall not be construed as a declaration of the total of the specific duties and responsibilities of any particular position. Employee may be directed to perform job-related tasks other than those specifically present in this description. I certify that I have received a copy of this job description. I have read and understand the duties and responsibilities of this position. X Effective: 6/1/11 Page 5 of 6 Employee Signature Effective: 6/1/11 Date Page 6 of 6