POSITION DESCRIPTION

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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
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