Assistant District Director, Purchasing

Assistant District Director, Purchasing

North Orange County Community College District

Position Number: 2015199P

Location:

District Services

Department:
District Purchasing

Percentage of Employment: 100%

Months of Employment: 12 Months Per Year

Work Schedule:

Monday – Friday, 8:00 am – 5:00 pm (However, some flexibility such as evenings and weekends will be required to meet the needs of the department.)

Strategically plan, organize, coordinate, implement, oversee, manage, and evaluate District-wide purchasing and contracting programs, services, operations, and activities. Develop and implement efficient procedures to enhance service delivery, recommend departmental goals, objectives, and policies, and update purchasing and contracting strategies in alignment with District policy, needs, and legal requirements. Stay current on relevant regulations affecting purchasing and contracting.

Regularly engage with the District Director to address purchasing and contracting matters, receive administrative guidance, and provide leadership to assigned personnel. Foster a culture of continuous improvement, prioritize tasks, delegate work assignments and projects, monitor progress, assess outcomes, participate in employee recruitment and hiring processes, evaluations and resolve team conflicts. Contribute to departmental meetings, agendas, content, and training initiatives.

Assist in the preparation and administration of the annual program budget. Make recommendations, justify budget requests, and estimate costs. Monitor and control expenditures in accordance with District policies and relevant regulations.

Review and assign purchase requisitions to purchasing staff. Ensure the timely procurement of services, materials, supplies, books, equipment, tools, and miscellaneous items as requested by college and District staff. Gather pricing, delivery information, and terms; negotiate with vendors; maintain vendor and contractor relationships; address inquiries regarding quotes and bids; expedite back orders as necessary; analyze market prices and trends to determine optimal sources for supply, considering factors like availability, pricing, quality, and technical specifications.

Obtain and assess verbal and written quotes and bids, and place orders following established procedures. Validate purchase requisitions for completeness, accuracy, and compliance with bid requirements, funding, and District policies.

Develop, review, and draft bid specifications and packages for various goods and services, including public works projects. Examine final contract documents, terms, and conditions for both formal and informal bids. Prepare and distribute bid documents, determine bid selection processes, conduct pre-bid conferences, respond to bidder inquiries, and evaluate bid alternates. Administer the competitive bidding process, ensuring legal compliance, and secure the best products and services at the most favorable prices.

Document bids received, evaluate bid results, prepare bid recommendations, and forward them to the District Director, Purchasing for subsequent submission to the Board of Trustees for approval. Provide guidance to District administrators in preparing bid specifications and packages for the acquisition of technical or specialized items and equipment. Oversee bid openings.

Contribute to the training, supervision, evaluation, and mentorship of departmental staff. Facilitate ongoing staff development and training initiatives. Supervise personnel involved in purchasing and contract services, including task assignment, performance review, and professional development and training.

Support the interpretation and explanation of complex purchasing and contract services policies and procedures. Keep abreast of applicable laws and multifaceted regulations and provide technical guidance on intricate specifications and evaluations.

Collaborate with District and campus staff, vendors, sales representatives, government agencies, and external organizations to maintain open communication and coordinate complex programs and operations.

Generate, prepare, and maintain detailed reports, records, and files related to…