Los Angeles Community College District

Prepares and issues purchase orders and resolves problems associated with the acquisition of textbooks, school supplies, and other general merchandise sold through a college bookstore.

Compiles information from requisitions, inventory and sales records, publishers' catalogs, and reference books and processes purchase orders for items such as textbooks, trade books, reference books, school supplies, and general merchandise.

Prepares book lists, supply lists, reports, and correspondence related to the acquisition of textbooks, trade books, reference books, school supplies, and general merchandise.

Generates purchasing documents and reports using a computer-based purchasing system.

Monitors the status of purchases in progress and initiates follow-up contact with publishers and vendors to obtain status information.

Contacts Department Chair and instructional staff to explain bookstore ordering policies and procedures, verify requisition information, obtain substitution authorizations, and report on the status of pending orders.

Contacts publishers and vendors to obtain availability and ordering information, expedite delinquent orders, and resolve problems related to shipments and invoices.

Posts or inputs current bibliographic and inventory data.

Establishes and maintains files of requisitions, purchase orders, invoices, and related correspondence and records.

Verifies purchase orders, packing slips, and invoices for completeness and accuracy.

Checks invoice extensions for arithmetical accuracy.

Composes routine correspondence and reports.

May perform sales, cashiering, customer invoicing, and stocking duties during peak work load periods or in the absence of assigned staff.

May provide work direction to assigned bookstore and clerical staff.

Performs related duties as assigned.

A College Store Buyer orders items such as textbooks, trade books, reference books, other course materials, school supplies, and general merchandise for sale through a college store.

A College Store Manager applies a thorough knowledge of retail merchandising, marketing, and management methods and procedures in managing the operations of a college store. Use of computer equipment and computer applications is an integral aspect of the duties. At larger store operations an incumbent may also assume managerial responsibilities over ancillary operations such as a convenience store, coffee bistro, and copy center.

A College Store Supervisor is responsible for supervising assigned operations of a college store and performs a variety of ordering, sales, storekeeping, merchandising, customer service, and cashiering functions. Use of computer equipment and computer applications is an integral aspect of the duties. Incumbents are typically assigned to the evening shift at larger college store operations or supervise the day-to-day operations of a small college store. At larger store operations positions may also be assigned supervisory responsibilities over ancillary store operations such as a convenience store, coffee bistro, and copy center.

A Procurement Specialist negotiates, prepares, and processes contracts and purchase orders for the acquisition of a variety of equipment, materials, supplies, and services for multiple colleges within the District for amounts below the statutory bid limit.

Immediate supervision is received from a classified supervisor with bookstore responsibilities. May provide work direction to assigned bookstore and clerical staff.

Knowledge of:

Common business practices with respect to sales, pricing, discounts, deliveries, and returns

Clerical procedures related to the purchasing process

Purchasing procedures, operations, and policies of the Los Angeles Community College District

Sources of supply for textbooks, trade, reference books, and other course materials

Sources of supply for standard school supplies

Sources of supply for general merchandise sold in a college store

Basic principles of inventory control

Office practices, methods, and procedures

Letter, memorandum, and report formats

Customer service techniques for public contact in person,  on the telephone, and in written communications

Basic arithmetic

Recordkeeping procedures

Capabilities of computer systems, software, and hardware used in a college store

Skill in:

Use of computers and standard office equipment

Ability to:

Coordinate the acquisition of textbooks and supplies with instructional program needs

Maintain textbooks and supplies within prescribed levels

Critically review source data and detect and correct errors

Organize and maintain accurate and complete files and records

Effectively utilize computer hardware and software typically found in retail and office environments

Work effectively and cooperatively with District staff, faculty, vendors, students, and the public

Give clear and concise information

Prepare routine letters, memos, and reports

Meet schedules and timelines

Learn specialized software applications

Education and Experience:

A.  Graduation from high school or its equivalent AND two years of full-time paid experience in a college store of the Los Angeles Community College District.

OR

B.  Graduation from high school or its equivalent AND two years of full-time, paid retail business experience which included responsibility for purchasing a variety of items for resale.

OR

C.  Graduation from high school or its equivalent AND two years of full-time, paid experience in acquisitioning books for a public or institutional library.

OR

D.  Any equivalent combination of A., B., and C., above.

Our class specification generally describes the duties, responsibilities, and requirements characteristic of the position(s) within this job class. The duties, responsibilities, and requirements of a particular position within this class may vary from the duties of other positions within the class.

In accordance with the Americans with Disabilities Act (ADA), the Los Angeles Community College District provides reasonable accommodation to qualified individuals with covered disabilities on a case-by-case basis throughout the application, examination, and hiring processes and throughout employment. If an individual is in doubt about their ability to perform the duties and responsibilities of a position or possession of any other requirement noted in a class specification or job announcement, they should always apply for a position and request reasonable accommodation at the appropriate time.