MIRACOSTA COLLEGE
CLASS TITLE:
PURCHASING AND MATERIAL MANAGEMENT
ASSISTANT I
BASIC FUNCTION:
Under the direction of the Director, Purchasing and Material Management, perform responsible
purchasing functions and material management support functions.
REPRESENTATIVE DUTIES:
1.
Process purchase requisitions, competitive quotes, various contracts, and bids; review
incoming requisitions for departmental authorization and appropriateness of requested items
or service; determine method by which requisitions should be processed; identify vendor and
check master vendor list to assign correct vendor number; enter new vendor data and
update accordingly; submit processed requests to Director for approval; assist in ensuring
that procurement actions are in conformance with policies and procedures, and directives
from senior departmental staff. (E)
2.
Communicate with vendors, contractors, co-workers and District staff regarding deliveries,
order adjustments, procedures, and other issues; interview vendors; maintain vendor
resource lists and provide primary expediting functions. (E)
3.
Maintain and renew District blanket purchase orders throughout the fiscal year. Review
blanket orders annually for appropriateness of vendor, commodity, authorized users and
cost limits. (E)
4.
Execute change orders and amendments to purchase orders, contracts and vendors as
required. Coordinate with end users and accounts payable as needed to ensure accuracy
and mutual understanding of the transactions. (E)
5.
Manage the District’s high-volume, routine e-procurement systems (e.g., office supplies,
maintenance supplies, etc.). Train end users and assist in problem-solving as needed. (E)
6.
Prepare and maintain purchase order files, contracts files, bid files and other document files
in a timely and accurate manner and in auditable condition. (E)
7.
Prepare and maintain data and reports pertaining to departmental operations, purchases,
and other reports as needed; check invoices for departmental purchases to assure proper
allocation of expenses.
8.
Receive and screen emails, calls and visitors; take and relay messages; provide general
information to vendors, contractors, co-workers, and District staff; assist in resolving various
operational problems and questions.
9.
Perform duplicating and distribution as directed; maintain office supplies and re-order as
necessary.
10.
Perform related duties as assigned in support of all other operational functions of the
department, including, purchasing and contracting, shipping and receiving, mail services,
MIRACOSTA COMMUNITY COLLEGE DISTRICT
(E) = Essential job function
2/1/16
PURCHASING AND MATERIAL MANAGEMENT ASSISTANT I
2
copy and printing services, warehouse operations, courier services, fixed asset
management, surplus disposal, records management., and District disaster response.
KNOWLEDGE AND ABILITIES:
KNOWLEDGE OF:
Basic principles and procedures of purchasing and material management.
District organization, operations, policies, procedures, mission and goals.
Applicable sections of State Education Code, Public Contract Code, Government Code and other
applicable laws and regulations.
U.S. Postal Service Regulations and procedures.
Hazardous material inventory and handling guidelines.
Health and safety regulations, including OSHA and Cal-OSHA.
Basic math and financial recordkeeping techniques.
Modern office practices, procedures, software and equipment.
Operation of a computer, peripheral devices and appropriate software packages.
Correct English usage, grammar, spelling, punctuation and vocabulary.
Oral, electronic and written communication skills.
Telephone and electronic communications techniques and etiquette.
Interpersonal skills using tact, diplomacy, patience and courtesy.
ABILITY TO:
Learn and apply applicable sections of State Education Code, Public Contract Code, Government
Code and other applicable laws and regulations.
Perform a variety of functions and procedures used in the purchasing supplies, services, and
equipment for the District.
Organize, set priorities and exercise sound and independent judgement within areas of
responsibility.
Provide timely responsiveness and act upon rapidly changing work priorities and deadlines.
Meet and establish business rapport with vendor representatives and end users.
Compose routine correspondence; organize and present analytical data.
Make arithmetic calculations quickly and accurately.
Understand and follow oral and written directions.
Establish and maintain cooperative and effective working relationships with vendors, contractors,
co-workers, and District staff.
Analyze situations accurately and adopt an effective course of action.
Meet schedules and timelines.
Plan and organize work in such a way as to meet critical schedules, budgets and deadlines.
Communicate effectively both orally, electronically and in writing.
Perform clerical duties such as filing, duplications, operating a computer and maintaining routine
records.
Operate a variety of office equipment and professional technology resources, including a computer,
mobile devices, enterprise-level data systems, purchasing and contracting software,
Microsoft Office, various aspects of electronic commerce (e.g., EDI), fax machine, copiers,
postage meter, allocator and postage scale.
Maintain records and prepare reports.
Operate District vehicles and carts.
Work independently and with minimal direction.
EDUCATION AND EXPERIENCE:
Equivalent to graduation from high school and one year of closely related work experience.
MIRACOSTA COMMUNITY COLLEGE DISTRICT
(E) = Essential job function
2/1/16
PURCHASING AND MATERIAL MANAGEMENT ASSISTANT I
3
LICENSES AND OTHER REQUIREMENTS:
Valid California Driver’s License
WORK DIRECTION, LEAD AND SUPERVISORY RESPONSIBILITIES:
Not applicable -- no assigned permanent staff to supervise.
CONTACTS:
Frequent contact with vendors, contractors, co-workers, District staff, students and the general
public.
PHYSICAL EFFORT:
Primarily sedentary with intermittent standing, walking, bending or stooping; occasional light lifting
and carrying of objects weighing 25 pounds or less; occasional requirement to lift mail bins,
parcels, and printed matter up to 45 pounds each. Ability to work at a computer including
repetitive use of computer keyboard, mouse or other control devices; ability to travel to a variety of
locations on and off campus as needed to conduct district business.
EMOTIONAL EFFORT:
Ability to develop and maintain effective working relationships involving interactions and
communications, personally, 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 while meeting established deadlines and changing priorities.
WORKING CONDITIONS:
Primarily works in an office environments; subject to frequent interruption by individuals in person
or by telephone requiring immediate appropriate personal interaction. Intermittent exposure to
individuals acting in a disagreeable fashion. May work at any district location or authorized facility
during day and/or evening hours and overtime on an as-needed basis, including occasional
weekends on an as-directed basis. Occasional requirement to work in a shipping/receiving and
warehouse environment with noise, dust, heavy equipment, fumes, and potential exposure to
hazardous materials. Occasion requirement to work in a mail processing or reprographics center
with high-speed mechanical components. Occasional local travel may be requested.
MIRACOSTA COMMUNITY COLLEGE DISTRICT
(E) = Essential job function
2/1/16