MIRACOSTA COLLEGE
CLASS TITLE:
BUYER
BASIC FUNCTION:
Under the direction of the Director, Purchasing and Material Management with nominal
supervision, perform a variety of responsible purchasing, contracting and related material
management functions including the primary function of purchasing and contracting of goods
and services which includes the preparation and processing of purchase requisitions, bids and
contracts; perform commodity studies and determine campus requirement and product
standards; determine quality standards and ensure compliance with same; establish
procurement schedules and ensure on-time completion within budget; award orders and
contracts in accordance with appropriate cost and quality parameters and District polices and
procedures; communicate and work with vendors and District personnel to ensure accurate,
cost-effective and timely receipt of goods and services; coordinate the work flow of
subordinates; act on behalf of Director when necessary; assist in the administration and support
of other Material Management operations and related duties as needed.
REPRESENTATIVE DUTIES:
1. Review incoming Purchase Requisitions for internal and external compliance; sort by
commodity and dollar values to distribute to responsible individuals; distribute departmental
incoming memos, notices, and mail.
2. Review all Purchase Requisitions for proper purchasing coding before forwarding to Director
for authorized signature; sort by budget responsibilities; after Director has approved
requests, forward to Budget Manager for funds approval and account coding.
3. Prioritize and direct the processing of the budget-approved requisitions into Purchase
Orders, requests for payment, service contracts, and facilities contracts; prepare monthly
Purchase Order Report, summarizing specific data for approval by Director and submittal to
Governing Board.
4. Coordinate and oversee the processing of fiscal year renewals of open Purchase Orders and
yearly contracts; process yearly contracts in accordance with terms and conditions; ensure
timely processing, mailing and distribution of new fiscal year orders for requestor's use.
5. Act on behalf of Director, Purchasing and Material Management as required.
6. Process Purchase Requisitions, Purchase Orders, requests for payment, various contracts,
and determine appropriate method of processing and award of wide scope of purchasing
requirements in accordance with the policies and procedures of the District and various local
and state public agencies; ensure proper departmental authorization and appropriateness of
requested items or service; ensure timely and accurate preparation and distribution of
approved purchase orders and requests for payments; analyze emergency requirements
accurately and quickly and take an effective course of action.
7. 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.
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8. Determine and prequalify appropriate vendors and commodity sources; determine
appropriate vendor and supply sources on both a local and regional basis; establish new
vendor sources as needed; interview vendors and maintain appropriate vendor lists and
sources of supply; perform negotiations and conflict resolutions with vendors when
appropriate.
9. Ensure compliance with basic principles and procedures of purchasing and material
management, including the application of some aspects of business law and the Uniform
Commercial Code and make decisions accordingly; reference and apply necessary State
Education Code sections and other legislative mandates 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.
10. Initiate bids, quotes and contracts as appropriate; perform cost 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 and solicit bids, quotes,
or proposals in accordance with District policies and procedures.
11. 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 techniques; 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 and bids throughout
the course of the stated time period.
12. Submit processed purchase requests, bid award recommendations, and completed
contracts to the Director of Purchasing and Material Management for review and approval.
13. Derive, organize and present analytical data to support purchasing and contracting activities
and make sound business decisions accordingly.
14. Determine independent contractor status in the issuance of service contracts; ensure the
maintenance of contract documentation and records in a timely and accurate manner.
15. Monitor, prepare, and distribute various contracts and agreements, including consultant and
employee contracts, facility use contracts, and commodity contracts for use of the District
and North County Educational Purchasing Consortium.
16. Monitor the District's mail system, including sorting of incoming and outgoing mail, evaluating
mail and assuring its conformity and with postal regulations; determine type of postage and
maintaining records; maintain postage meter and account for funds expended; ensure
regular and timely delivery of U.S. Postal mail to the post office as needed; secure proper
permits; maintain and audit funds for various accounts.
17. Operate a variety of office equipment including a computer terminal and appropriate
software, integrated information system purchasing and contracting software, word
processing, spreadsheet, and database, various aspects of electronic commerce, including
EDI, Internet; calculator, typewriter, fax machine and copier, postage meter, allocator and
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scale.
18. Perform related duties as assigned, including secondary support for the Public Works and
Construction Contract Administration, Mail Services, Shipping and Receiving, Fixed Assets,
Central Stores and Inventory Control operations 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 and objectives.
Applicable sections of State Education and Public Contract Codes and other applicable laws.
U.S. Postal Service regulations and procedures.
Hazardous material inventory and handling guidelines.
Health and safety regulations.
Basic math, statistical math, financial recordkeeping techniques, and total life costing
techniques.
Modern office practices, procedures and equipment.
Operation of a computer terminal, integrated information systems, and appropriate software
(word processing, spreadsheet, and database).
Correct English usage, grammar, spelling, punctuation and vocabulary.
Oral and written communication skills.
Telephone techniques and etiquette.
Interpersonal skills using tact, patience, and courtesy including skill in diplomacy and conflict
resolution.
ABILITY TO:
Learn and apply applicable sections of State Education and Public Contracts Codes and other
applicable laws.
Learn procedures used in the purchasing and contracting of college supplies, services, and
equipment.
Establish and maintain cooperative and effective working relations with vendor representatives
and end users.
Compose routine business correspondence and organize and present analytical data.
Make sound decisions based on accurately derived data.
Type at 40 words net per minute from clear copy.
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 timelines.
Plan and organize work, including long-term projects.
Communicate effectively both orally and in writing.
Perform clerical duties such as filing, duplications, typing and maintaining routine records.
Maintain records and prepare reports and presentations.
Operate District vehicles.
EDUCATION AND EXPERIENCE:
Any combination equivalent to an Associate in Arts degree and two years of progressively
responsible purchasing and contracting experience including at least one year of direct
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experience in the public purchasing/contracting sector.
LICENSES AND OTHER REQUIREMENTS:
.
WORK DIRECTION, LEAD AND SUPERVISORY RESPONSIBILITIES:
Assistant Buyer, Purchasing and Material Management Assistant I, Warehouse/Distribution
Clerk and Mail Carrier.
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 short distances (occasional requirement
to visit other District locations and/or vender facilities), bending and stooping; light lifting and/or
carrying of objects weighing 25 pounds or less; subject to lifting mail sacks and parcels.
EMOTIONAL EFFORT:
.
WORKING CONDITIONS:
Office environment; subject to frequent public contact and interruption requiring appropriate
personal interaction.
MIRACOSTA COMMUNITY COLLEGE DISTRICT
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