Procurement Specialist

Negotiates, prepares, and processes complex contracts, leases, and procurement documents for a wide variety of equipment, materials, supplies, and services for the District.

Purchases a wide variety of materials, supplies, and equipment using a computerized purchasing system in compliance with pertinent policies, laws, regulations, rules, and limits.

Prepares and negotiates complex contracts and leases for a variety of equipment, materials, supplies, and services for the District.

Researches and determines the most economical methods for procuring materials and supplies based on need, cost, and storage facilities; evaluates the advantages of lot bidding for District-wide procurements; reviews lease versus purchase questions; and makes recommendations thereon.

Develops and prepares technical procurement specifications and bidding documents for products and services for formal bidding by the District.

Provides technical advice to District staff on the development, preparation, interpretation, and revision of technical specifications and contracts for the procurement and lease of materials and services in compliance with law and District policies.

Interprets and explains codes, rules, regulations, policies, and procedures pertaining to District procurement, leasing, and contractual agreements to District staff, representatives of other agencies, and prospective vendors and bidders.

Effectively utilizes the capabilities of specialized software programs in processing procurement documents and in the production of management information and reports.

Interviews sales representatives of current and prospective vendors regarding product specifications, new and improved products, trade practices, product availability, and pricing.

Locates sources of supply where the potential number of vendors is likely to be limited, including non-local markets.

Negotiates price, discount, and delivery provisions with vendors.

Reviews bid specifications and/or scopes of work prior to advertising.

Evaluates bid responses to determine responsiveness to specifications and related terms and conditions.

Applies performance standards for vendors in conformance with District policies and procedures.

Troubleshoots and resolves procurement problems and issues such as substitution of items, delay in delivery dates, and price variations.

Troubleshoots and resolves problems and issues over contractual interpretations and between vendors and users regarding deficiencies in quality of goods or services received by the District.

Prepares written materials and presents oral reports concerned with contracts and procurement to District administrators, staff, and committees.

Conducts demonstrations and tests of products.

Develops and conducts training sessions for employees on contracts and procurement procedures and practices.

Prepares and reviews reports related to contracts, leasing, and procurement activities for submission to the Board of Trustees.

Maintains records related to contracts, leasing, and purchasing activities, costs, and expenditures.

Participates in the training of District staff in procurement policies, practices, and procedures.

May supervise lower-level professional-level and technical and clerical staff.

Performs related duties as assigned.

A Procurement Specialist negotiates, prepares, and processes complex contracts, leases, and procurement documents for a wide variety of equipment, materials, supplies, and services for the District.

A Senior Procurement Specialist performs the most difficult and complex negotiating and processing of contracts, leases, and procurement documents for the acquisition of equipment, materials, supplies, and services for the District and supervises the activities of a procurement unit.

A Procurement Manager Plans, coordinates and manages the procurement activities of the District which include the negotiation, preparation, and execution of a variety of contracts, leases, and procurement activities in accordance with applicable law and policy.

An Assistant Procurement Specialist assists in negotiating, preparing, and processing contracts, leases, and procurement documents for a variety of equipment, materials, supplies, and services for the District.

General supervision is received from the Procurement Manager or Senior Procurement Specialist. Functional supervision may be exercised over lower-level professional, technical, and clerical employees.

Knowledge of:

Practices and procedures of public and private funding, contracting and purchasing

District business procedures, processes, and policies pertinent to contracts and procurement

Business law and sections of California State Codes pertinent to competitive bidding, contracting, leasing, and procurement

Legal procedures involved in obtaining formal and negotiated bids

Commodity markets, prices, and sources of supply

Current trends and developments related to contracts and procurement

Principles and methods of negotiations

Commodity testing organizations and facilities

Marketing practices of manufacturers, wholesalers, and distributors

Safety and health factors related to various commodities

Principles and practices of business and public administration

Principles of training

Capabilities of computer systems, hardware, and applications used in contracting and procurement

Ability to:

Purchase supplies, materials, and equipment in accordance with cost, technical specifications, and delivery requirements

Negotiate contract terms favorable to the District and in accordance with law and District policies

Interpret, and apply statutes and ordinances related to contracting and purchasing activities

Work effectively with all levels of District staff, contractors, and vendors

Secure confidence, respect, and cooperation of individuals and organizations contacted in the course of work

Acquire materials at the best price in accordance with law, specifications, quality, and delivery requirements

Work independently on assigned projects

Organize work to meet critical deadlines

Ensure compliance with bid and contract specifications

Devise practical solutions to problems

Make presentations of technical and complex information in a group setting

Prepare accurate and complete written technical specifications, correspondence, and reports

Maintain accurate and detailed records

Effectively utilize computer equipment and management information systems in the performance of duties

Learn specialized computer software applications

Education and Experience:

A.  A bachelor’s degree from a recognized college or university, preferably with a major in business administration, public administration, economics, law, or a related field AND three years of full-time, paid professional-level experience in the contracting and acquisition of a variety of equipment, materials, supplies, and services. Additional qualifying experience may be substituted for the required education on a year-for-year basis.

OR

B.  Certification as a Public Purchasing Officer or its equivalent AND three years of full-time, paid professional-level experience in the contracting and acquisition of a variety of equipment, materials, supplies, and services.

OR

C.  A master’s degree from a recognized college or university with a major in business administration, public administration, economics, law, or a related field AND one year of full-time, paid professional-level experience in the contracting and acquisition of a variety of equipment, materials, supplies, and services. Additional qualifying experience may be substituted for the required education on a year-for-year basis.

Special:

A valid Class “C” California driver’s license is required for some positions.

Travel throughout the District may be required for some positions

• Medical and dental insurance and vision care plans are provided for employees and their dependents.
• A $50,000 life insurance policy is provided free of charge for each employee.
• New employees receive 12 full-pay days and 88 half-pay days of illness leave.
• At least 15 paid holidays per year.
• Vacation days accrue annually beginning at 10 days and increasing incrementally to 24 days depending on years of service with the District. Vacation days for management and confidential positions begin at 15, 20, or 24 days.
• Other paid time off includes: bereavement leave, personal necessity leave, court subpoena, and jury duty.
• Employees become members of the Public Employees Retirement System. Employees are also covered by Social Security.
• Employee Assistance Program

The examination process may consist of one or more parts which may include a training and experience evaluation, written test, performance test and/or oral interview.

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 his or her ability to perform the duties and responsibilities of a position or possession of any other requirement noted in a class specification or job announcement, he or she should always apply for a position and request reasonable accommodation at the appropriate time.