Purchasing Coordinator
Purchasing Coordinator
Posted on :
04-09-2025
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1 Vacancy
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Job Description
Description
Under general supervision from assigned manager coordinates procurement operations and ensures distribution of supplies equipment and services; maintains records and prepares reports related to procurement; and performs a variety of administrative support functions relative to assigned area of responsibility.
Need Help With Your Online Account- Use the onlineHelp Guide or contact the NEOED Applicants Support Line at if you need assistance with your online applicant account.
- Applicant Support is available between 6 a.m. and 5 p.m. Pacific Time Monday through Friday.
If you have any questions about this position please contact the Human Resources Department at.Examples Of Functions and Tasks
Representative Duties
The following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices.- Receives and reviews requisitions in the Districts Banner Enterprise Resource Planning (ERP) system; discusses requested supplies equipment and services with appropriate staff; ensures verification of budget availability for requisitions; communicates with appropriate division and accounting staff to make corrections as needed; ensures purchasing compliance with established District standards; updates requisitions to include necessary information; obtains new quotes from vendors to update District information or when initial quotes have expired; verifies the validity of piggyback or cooperative agreements used to purchase goods; reviews and approves standing purchase orders to determine appropriate usage and compliance with District policies and procedures; understands and applies District chart of accounts; validates accounts and other transactions in financial system; analyzes vendor spend to ensure compliance with bid threshold regulations.
- Generates manages and executes purchase orders including change orders and closure requests; reviews and edits purchase orders for accuracy; generates all annual District utility purchase orders; reviews and edits purchase order change order requests; reviews and edits purchase order closure requests and ensures items have been received prior to closure; issues purchase order cancelation notifications; coordinates with District staff on next steps if items will not be received by deadlines; periodically reviews open purchase order list and communicates with vendors and District departments to help ensure timely delivery.
- Leads trains and reviews the procurement work of staff; responds to questions and inquiries from faculty and staff; provides assistance with more complex procurement transactions.
- Applies and communicates information regarding laws regulations District policies and procedures related to District purchasing functions.
- Manages the Districts bank card program including adding and removing users ordering and canceling physical cards and updating account information such as limit increases or decreases; reviews monthly statements for purchasing and account code compliance adds and removes account access and assigns statement access to account holders.
- Manages vendor accounts including adding and removing authorized users to the Districts business procurement accounts; creates and maintains internal vendor files including contact information taxpayer information tax classifications for annual Internal Revenue Service (IRS) Form 1099 reporting delivery cost and quality performance.
- Coordinates workflow for District procurement and distribution functions; develops and revises procedures to comply with applicable legal requirements; analyzes needs and proposes innovations for District-wide procurement and distribution processes.
- Assists in the preparation and review of bid packages for Board of Trustee approval and distribution to vendors; ensures confidentiality of information; responsible for managing the California Uniform Public Construction Act Informal Bid List; reviews and updates the Informal Bidding Contractor Pre-Qualification Form; drafts and submits the annual notice to specified trade journals; reviews and verifies received applications for license and insurance compliance; maintains an up-to-date database of verified applicants.
- Obtains price quotes and ensures vendor compliance with quote requirements; contacts vendors to negotiate prices quantity quality and delivery options; procures urgent materials through the most effective means.
- Assists in the development of regulations policies procedures manuals and other informational material regarding District purchasing and warehousing operations.
- Composes routine and specialized purchasing-related correspondence; designs and revises purchasing office forms as necessary.
- Assists with the Districts fixed asset program; determines appropriate equipment and items to be included; groups and labels equipment by commodity code and location; assigns asset numbers; monitors fixed assets for disposal.
- Maintains general purchasing filing system for requisitions purchase orders informal bid applications and vendor performance vendor catalogs general correspondence and related logs.
- Analyzes current procurement activities and recommends improvements through more efficient procurement methods e-procurement privatization quantity discounts standardization value analysis or cooperative purchasing.
- Participates in testing of the ERP system for periodic upgrades and patches as needed.
- Assists with monitoring centralized warehouse operations including receipt of goods and return of unordered or unsatisfactory items.
- Performs related duties that support the overall objective of the position.
Minimum Qualifications
Education and Experience Guidelines
Any combination of education and experience that demonstrates the required above knowledge and abilities is qualifying. Examples of ways to obtain the above knowledge and abilities could include but are not limited to the following:
Education/Training:- Two years of college with major course work in accounting business administration finance or a related field.
- Four years of increasingly responsible procurement experience.
QUALIFICATIONS
The following generally describes the knowledge and ability required to enter the joband/or be learned within a short period of time in order to successfully perform the assigned duties.
Knowledge of:- Principles and practices of governmental procurement and record keeping as applied to education.
- Automated financial and administrative systems including automated procurement systems.
- Standard and automated warehouse receiving procedures.
- Federal state and local laws codes policies and regulations procurement and warehouse processes at a California Community College.
- Principles and practices of record keeping.
- Principles of business writing and basic report preparation.
- Business math skills including algebraic and statistical computations.
- English usage spelling grammar punctuation and vocabulary including proofreading and formatting techniques.
Ability to:- Coordinate and execute District-wide procurement operations and ensure distribution of supplies equipment and services.
- Obtain optimal prices for various commodities.
- Lead organize and review the procurement work of staff.
- Prepare clear and concise reports.
- Perform arithmetic calculations of average to above average difficulty.
- Plan and organize work to meet changing priorities and deadlines.
- Maintain accurate filing systems.
- Utilize office procedures methods and equipment including computers technology and applicable software applications sufficiently to perform the duties of the classification including the Districts Banner Enterprise Resource Planning (ERP) system.
- Maintain confidentiality of information.
- Follow oral and written directions.
- Communicate clearly and concisely both orally and in writing.
- Provide onboarding support general work training guidance supervision assistance and directs activities of student or temporary employees.
- Establish and maintain effective working relationships with those contacted in the course of work.
- Work independently or collaboratively.
- Apply District policies and procedures.
Physical Demands And Working Environment
The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.
Environment: Work is performed primarily in a standard office setting.
Physical: Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally walk stoop bend kneel crouch reach and twist; to lift carry push and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; and to verbally communicate to exchange information.
Vision: See in the normal visual range with or without correction; vision sufficient to read computer screens and printed documents; and to operate assigned equipment.
Hearing: Hear in the normal audio range with or without correction.Supplemental Information
WHY SIERRA
- One of Aspen Institutes Top150 Community Colleges in the nation
- The Accrediting Commission recognized Sierra for its exemplary practice of providing personnel with opportunities for continued professional development in order to meet its mission. This includes providing students and employees with a robust set of programs events and conferences related to equity-mindedness and supporting the success of our students etc.
- Public Employees Retirement System (PERS)
- 18 paid holidays (including extended time off during the winter break)
- 12 accrued paid vacation days per year (vacation accrual increases over time)
- Competitive benefits package
- Flexible work schedules may be available
- Currently during summers some employee groups participate in 4x10 schedules
- Qualifying Employer for Public Service Loan Forgiveness (in most cases)
Sierra College is a Community College located near Sacramento California where a heavy emphasis is placed on academic excellence and student success. Since its founding in 1936 Sierra College has focused on quality instruction and meeting the evolving needs of the students and communities that it serves. The Sierra Community College District covers more than 3200 square miles and serves the Northern California foothill counties of Placer and Nevada as well as parts of El Dorado and Sacramento. We serve over 17000 students throughout the region in both on-ground and online courses including students at our main Rocklin Campus as well as at two centers located in Grass Valley and Tahoe/Truckee. Our District prides itself on academic excellence.
Sierra College has a strong commitment to the achievement of equity and inclusion among its faculty staff and students and values the rich diverse backgrounds that make up the campus community. A strong candidate for this position must demonstrate a profound understanding of and experience with successfully supporting individuals with varying backgrounds. This includes persons with disabilities various gender identities and sexual orientations as well as individuals from historically underrepresented communities and other groups. Our District is committed to providing strategies for success and proactive student-centered practices and policies focused on eliminating equity gaps to ensure the District provides an inclusive educational and employment environment focused on strategies for success and equitable outcomes for all.
As an institution Sierra College is committed to eliminating the equity gap in all student populations with dynamic learner-centered practices and policies that fully engage the college community. The ideal candidate will share the Colleges commitment to helping its racially and socioeconomically diverse students succeed in their degree and career objectives. Currently Sierra College enrolls 17800 students per term where approximately: 23% of Sierra Colleges students are Latin(o)(a)(x)(e) 3% are African-American/Black 2% are Filipino 6% are Asian 1% are American Indian/Alaskan Native 8% are Multiethnic and 55% are White.
The successful candidate will join a College dedicated to the use of culturally responsive strategies and methods that meet the varying needs of our students faculty staff and surrounding community. Sierra College demonstrates its commitment to equity by supporting ongoing professional development for students faculty and staff. These opportunities include trainings and workshops on equity and inclusion active Academic Senate standing committees concerned with student success and equity a Presidential Equity Advisory Committee (PEAC) culturally responsive student engagement centers support for our undocumented and AB540 students campus-wide equity summits a robust set of programs events and conferences related to equity-mindedness and supporting the success of our diverse students.
Need Help With Your Online Account- Use the onlineHelp Guide or contact the NEOED Applicants Support Line at if you need assistance with your online applicant account.
- Applicant Support is available between 6 a.m. and 5 p.m. Pacific Time Monday through Friday.
If you have any questions about this position please contact the Human Resources Department at.
Helpful Tip:
Please note that as described above a strong candidate for this position must demonstrate a profound understanding of and experience with successfully supporting individuals with varying backgrounds; and therefore hiring committees assess candidates for these knowledge skills and abilities.
Applicants may want to consider incorporating culturally-inclusive/equity-minded strategies practiced and/or evidence of the responsiveness to and understanding of the racial socioeconomic and cultural diversity of community college student populations throughout their application materials (including application and documents uploaded if any).
Please see the Sierra College website for additional helpfultips and tools for prospective applicants.
Travel expenses may be partially reimbursed for candidates traveling beyond a 150 mile radius for second round interviews. All other travel expenses will be borne by the candidate (if in person interviews).
Key Information Regarding Our Hiring Process
Hiring Subject to Board of Trustees Approval
Please note that all new hires require approval from our Board of Trustees during one of their public meetings. Official hire dates will follow this approval. More information about the Board of Trustees and their meetings can be found athttps:// Visa Sponsorship Not Available
At this time we do not offer H1B1 visa sponsorship for new employees.
Terms and Conditions of Employment:
Other terms and conditions of employment are specified in the applicable collective bargaining agreements on file in the District Human Resources Department. Position description of record on file in the Human Resources Department.
*Sierra Community College District currently operates campuses in Rocklin Truckee and Grass its management of a multi-campus environment the District reserves right of assignment including the right to change assignment locations and shift assignments based on District need. Although this position may currently reside at the Rocklin campus the assignment location may be subject to change as needed. Additionally the district reserves the right to cancel revise or re-announce this position as well as any and all positions at any time.
EEO/TITLE IXEMPLOYER
Sierra College is an equal employment opportunity employer committed to nondiscrimination and the achievement of diversity and equity among its faculty staff and students.
Persons with inquiries about the application of Title IX and/or EEO may contact the Director of Diversity EEO & Title IX (Title IX Coordinator) at the address below at or via email at.
Persons with questions regarding reasonable accommodation of physical and other disabilities should contact the Sierra College Human Resources Department at .
If you have limitations hearing or speaking the State of California offers a specially-trained Communications Assistant (CA) that can relay telephone conversations for all of your calls. Dial 711 to reach the California Relay Service (CRS). Dialing 711 is for everyone not just those who have difficulty hearing on a standard phone. If you prefer having your calls immediately answered in your mode of communication dial one of the toll-free modality and language-specific numbers below. The call will be routed to the CRS provider.
TTY/VCO/HCO to Voice
English1-
Spanish1-
Voice to TTY/VCO/HCO
English1-
Spanish1-
From or to Speech-to- Speech
English & Spanish 1-
Required Experience:
IC
Employment Type
Full-Time
Key Skills
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