MIRACOSTA COLLEGE
CLASS TITLE:
ASSISTANT BUYER
BASIC FUNCTION:
Under the direction of the Director, Purchasing and Material Management, support various
purchasing, contracting and material management functions, including purchase requisitions,
bids and contracts. Determine campus requirements and product standards. Award orders and
contracts in accordance with appropriate cost and quality parameters and District policies and
procedures. Communicate with vendors and District personnel to ensure accurate, costeffective and timely receipt of goods and services. Assist with Material Management operations
and related duties as needed.
REPRESENTATIVE DUTIES:
1.
Determine appropriate processing and award of a wide scope of purchasing
requirements in accordance with District policies and procedures and local/state public
agencies. Ensure authorizations and appropriateness of the procurements, including
timely and accurate preparation of approved purchase orders and requests for
payments. Analyze emergency requirements accurately and quickly and take an
effective course of action. (E)
2.
Communicate with all levels of District staff and vendors regarding policies, procedures,
quality of goods and services procured, deliveries, order adjustments, and other issues;
perform follow-up work on procurement activities and investigate complaints and
discrepancies as appropriate.
3.
Determine and pre-qualify appropriate vendors and commodity sources. Establish new
vendor sources as needed; interview vendors and maintain appropriate vendor lists and
sources of supply. Assist in negotiations and conflict resolution with vendors as
appropriate.
4.
Ensure compliance with basic principles and procedures of purchasing and material
management, including appropriate application of business law and the Uniform
Commercial Code and make decisions accordingly. Reference and enforce applicable
State Education Code sections and other regulations as needed; check methods of
procurement for conformance with established policies and procedures; ensure legal
and ethical purchasing and contracting activities at all stages of procurement. (E)
5.
Prepare and execute a variety of bids, quotes and contracts as appropriate in
accordance with District policies and procedures. Perform cost, price and value analyses
in major procurement projects; determine the appropriateness and the amount of bid and
performance bonds as required; define usage requirements, bid specifications and/or
commodity parameters working in conjunction with District personnel. (E)
6.
Perform detailed analyses of bids, quotes, and proposals and determine which response
best suits the needs of the District using price, cost and value analysis. Prepare
appropriate documentation for submittal of bid results to the Governing Board; upon
approval of the Board, award contracts and issue purchase orders or other appropriate
documentation accordingly; monitor the compliance, progress, and status of contracts
MIRACOSTA COMMUNITY COLLEGE DISTRICT
(E) = Essential job function
12/5/08
ASSISTANT BUYER
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and bids throughout the course of the stated time period. (E)
7.
Derive, organize and present analytical data to support purchasing and contracting
activities and make sound business decisions accordingly.
8.
Monitor, prepare, and distribute various contracts and agreements, including those for
consultants and independent contractors, facility use, and commodity contracts for use
by the District, the North County Educational Purchasing Consortium, and other public
agencies.
9.
Perform other related duties as assigned including support of Public Works Procurement
and Construction Contract Administration, Mail Services, Shipping and Receiving, Fixed
Assets, Records Management, Copy/Printing Services, and Disaster Preparedness
Logistical Support, as required.
KNOWLEDGE AND ABILITIES:
KNOWLEDGE OF:
Basic principles and procedures of purchasing & material management, including contract and
business law, and the Uniform Commercial Code.
District organization, operations, policies, goals and objectives.
Applicable sections of State Education and Public Contract Codes and other applicable laws.
U.S. Postal Service regulations and federal mail handling procedures.
Health and safety regulations, including OSHA and CalOsha guidelines.
Basic math, statistical math, financial recordkeeping techniques, and total life costing
techniques.
Modern office practices, procedures and equipment.
Correct English usage, grammar, spelling, punctuation and vocabulary.
Oral and written communication skills.
Telephone techniques and etiquette.
Interpersonal skills using tact, patience, and courtesy.
ABILITY TO:
Locate and apply applicable sections of State Education and Public Contract Codes and other
applicable laws and regulations.
Perform a variety of different functions and procedures used in the purchasing and contracting
of College supplies, services, and equipment.
Establish and maintain cooperative and effective working relationships with vendor
representatives and District faculty and staff.
Compose routine business correspondence and organize and present analytical data.
Make sound decisions based on accurately derived data.
Operate a variety of office equipment including a computer, appropriate software including:
integrated information system, purchasing and contracting software, word processing,
spreadsheet, database, the Internet, and various aspects of electronic commerce
including EDI, typewriter, calculator, fax machine, copier, postage meter, allocator and
scale.
Make arithmetic and statistical calculations and perform basic cost accounting quickly and
accurately.
Understand and follow oral and written directions.
Analyze situations accurately and adopt an effective course of action.
Meet schedules and deadlines.
MIRACOSTA COMMUNITY COLLEGE DISTRICT
(E) = Essential job function
12/5/08
ASSISTANT BUYER
3
Plan and organize work, including long-term projects.
Communicate effectively both orally and in writing.
Maintain records and prepare reports and presentations.
Operate District vehicles.
Work independently and with minimal direction.
Expedite mail, deliveries, and requests for services as needed.
EDUCATION AND EXPERIENCE:
Equivalent to an Associate in Arts degree and two years of progressively responsible
purchasing and contracting experience including at least one year of closely related experience
in the public purchasing/contracting sector.
LICENSES AND OTHER REQUIREMENTS:
California Drivers License.
WORK DIRECTION, LEAD AND SUPERVISORY RESPONSIBILITIES:
Act in lead capacity and provide work direction for temporary purchasing employees.
CONTACTS:
Frequent contact with coworkers, other department personnel, vendors, contractors and various
local and state public agencies.
PHYSICAL EFFORT:
Primarily sedentary with intermittent standing, walking, bending and stooping; light lifting and/or
carrying or pulling of objects weighing 25 pounds or less; subject to lifting mail trays and
parcels. Ability to work at computer station on a regular basis for short to extended periods of
time, involving light to moderate repetitive use of hands, wrists, shoulders and forearms; ability
to travel to a variety of locations on and off campus as needed to conduct District business.
Occasional requirement to visit other District locations and/or vendor facilities.
EMOTIONAL EFFORT:
Ability to develop and maintain effective working relationships involving appropriate interactions
and personal communications, by phone and in writing, with a variety of individuals and/or
groups of individuals from diverse backgrounds on a regular, on-going basis; ability to work
effectively under pressure on multiple tasks concurrently while meeting established deadlines
and changing priorities.
WORKING CONDITIONS:
Primarily busy, indoor office environment; subject to frequent public contact and interruption by
individuals requiring immediate appropriate personal interaction; may be required to work during
day and/or evening hours including occasional weekends on an as-needed basis.
MIRACOSTA COMMUNITY COLLEGE DISTRICT
(E) = Essential job function
12/5/08