Job Description

Facilities Specialist/Buyer


Salary
$4,903.00 Monthly

Location
Rancho Cucamonga, CA

Job Type
Classified Contract

Job Number
23-24/00006

Department
Purchasing Services

Opening Date
07/11/2023

Closing Date
7/25/2023 11:59 PM Pacific

Position Description

Under direction, perform varied facilities related duties including processing requests, contract preparation, commodity maintenance, and resolving basic problems. In addition, perform varied purchasing related duties including processing requisitions, placing orders, preparing commodity bids, and resolving basic problems. Employees in this classification may work directly with all employees of the campus, vendors, and with the general public.

Responsibilities

Duties may include, but are not limited to the following:

• Negotiate purchases and prices with vendors according to established guidelines; obtain informal written and verbal quotes; maintain professional working relationships with vendors.
• Utilize customer service skills; work directly with end users to develop and prepare specifications and bid documents, ensure proper delivery of goods/services, coordinate return of goods, and expedite purchase orders; advise departments of purchasing options.
• Maintain source of supply for commodities and services; monitor vendors for compliance with PO or bid terms and document delivery response time, quality of goods and services, and performance.
• Apply fixed asset rules and regulations to purchases.
• Conduct, open, evaluate, and recommend award of bids and quotes.
• Process change orders, notices, and other documents as needed.
• Research information and place orders using the Internet and other electronic means as needed.
• Negotiate, evaluate, and prepare contracts for services.
• Assist with problem-solving of issues related to procurement and payment of goods and services.
• Understand, apply, and stay current on applicable legal codes and regulations.
• Stay current with latest purchasing and contracting techniques by self-study, attendance at in-service training, workshops or seminars, and taking classes as appropriate or assigned by supervisor.
• Maintain fixed asset database.
• Prepare board documents for disposal of district property.
• Recommend and implement policies and procedures governing facility usage.
• Design facility rental forms and supporting documents; prepare financial and statistical reports as required.
• Maintain master calendar for facilities utilization.
• Receive all facility requests; process and maintain related documentation; prepare contracts.
• Schedule and arrange for ancillary services such as custodial, food services, audiovisual, and campus safety.
• Apply policies to determine fees; submit invoices to clients, record fees, and follow up on payments.
• Assist in maintaining and updating facility rental information on district website.
• Maintain mailing list for the general and special interest groups.
• Maintain accurate client and accounting records; order supplies and materials to maintain the program.
• Establish and maintain effective relationships with a variety of faculty, staff, and community members; respond to requests for information.
• Perform related duties as assigned.

Qualifications

MINIMUM QUALIFICATIONS:

• Any combination of education, training, and experience that provides the required knowledge, skills, and abilities. An example of this would be responsible experience in a purchasing office with business related education at the post-secondary level and/or training through workshops or in-service programs.
• Knowledge of:
  • District facility scheduling procedures and fee structures
  • Basic methods of purchasing, accounting, office procedures, and arithmetic.
  • Knowledge of and ability to apply current laws, regulations, and practices applicable to procurement at California community colleges.
• Ability to:
  • Effectively monitor and plan facility use schedules activities.
  • Type and operate standard office equipment, including computer skills necessary to operate advanced integrated purchasing software, word processing/spreadsheet solutions, and report programs.
  • Communicate effectively orally and in writing, and to establish and maintain cooperative working relationships with staff, administrators, faculty, students, and others contacted in the course of performing assigned duties.
• Clear evidence of sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds of a community college environment.

MEETING MINIMUM QUALIFICATIONS DOES NOT ASSURE THE CANDIDATE OF AN INTERVIEW. Applications will be evaluated taking into account the breadth and depth of relevant education, experience, skills, knowledge and abilities.

Additional Information

SPECIAL CONDITIONS:
Working hours: Monday through Friday, 7:30am - 4:30pm. Hours may vary according to the assignment.

APPLICATION PROCESS:
Chaffey College utilizes an online electronic application system. The application can be accessed at https://www.schooljobs.com/careers/chaffey. The application must be completely filled out in detail and clearly show that you meet the qualifications as set forth in the announcement, and you must upload the following documents:

Please do not include any additional documents only the documents that are indicated below. If you upload documents that are not required, your application may be disqualified. Please do not submit letters of recommendation or documents that contain your photograph.

• Cover Letter
• Resume
• Copy of college level transcripts (If you are using your education to meet the qualifications) (Photocopies or computer printouts are acceptable. Copies of diplomas/degrees are NOT acceptable in lieu of transcripts. International transcripts must be transcribed and evaluated in English by a bona fide evaluation service.)
  
  

CONDITIONS OF EMPLOYMENT
This is a full-time, 12-month, classified bargaining unit position. Starting date: as soon as possible. Range 20 of the CSEA Salary Schedule, with a starting salary of Step A, $4,903. Excellent benefit package.

Being able and ready to work in-person with Chaffey students, Chaffey employees, or other members of the Chaffey community/Chaffey partners/Chaffey contractors is an essential function of this job.

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