Assistant Director of Procurement and Contract Services

Description Under the direction of the assigned manager, perform complex analytical duties and leadership for the District related to procurement contracts, shipping, receiving, warehouse, disposal of surplus property, mailroom, inventory of fixed assets, records retention program and minority vendor program; Prepare specifications for both informal and formal bidding including all construction projects; assist with assigned risk/ liability programs and various supplies and services for the District; and assure compliance with legal codes, laws, and District policies. DISTINGUISHING CHARACTERISTICS: This is a management level class allocated only to the Department of Procurement, Risk Management, and Auxiliary Services. The Assistant Director is responsible for performing complex analytical work and supervising direct reports in the areas of procurement contracts, shipping, receiving, warehouse, disposal of surplus property, mailroom, inventory of fixed assets, records retention program and minority vendor program. Responsibilities and Duties ESSENTIAL FUNCTIONS: Assist with the development and preparation of the annual budget for the procurement and contract services department; analyze and review budget and projections, financial data; controls and authorizes expenditures in accordance with established guidelines. Manage and oversee the day-to-day operational functions of the procurement and contract services department. Oversee the preparation and staging of surplus items for auction, ensure the auction website is effectively maintained and updated, monitor buyer inquiries and correspondence during the auction, and supervise the accurate recording and reconciliation of surplus items and payments. Oversee staff in the receipt and distribution of daily incoming mail, assign and track college mailboxes and combinations, and ensure the consistent availability of necessary supplies. Oversee campus-wide records retention processing including categorizing, warehousing and proper disposal of records in compliance with California Community College Education Code. Interview, assign, coordinate, supervise, train, and evaluate the work performance of staff. Lead staff in the review of agreements, contracts, memorandums of understanding and other related documents to determine risk and liability exposure, ensuring compliance with all applicable federal and states rules and regulations, California general statutes, uniform guidance, and California Community College Chancellors Office. Lead assigned staff to obtain quotes, reviews and processes purchase orders, to ensure compliance. Recommend standard contract clauses for use in agreements, contracts, and memorandums of understanding, solicitations and purchase orders to minimize risk and liability exposure to the District. Contribute and present solutions for development and implementation of process improvement, cost efficiencies, policies and procedures within procurement and contract services. Including initiatives for improvements of training of District staff. Provide District staff with professional and technical expertise and advice on compliantly procuring goods and services including, request for proposals, bid strategy development, supplier negotiations, and contract development. Collaborate in the preparation of specifications, formal and informal bids, proposals and quotations, to include review and analysis of bids received. May coordinate and conduct the formal bid process for construction projects as needed. Oversee the preparation of advertisement to selected vendors, and the awarding of Requests for Proposal for services, materials and equipment; and review and assemble scopes of work as needed. Develop and oversee procurement and contract services training, and electronic procurement systems. Assist, as needed, with the selection process of design professional services and construction firms. Co-develop fiscal year timelines for purchases; and ensure that purchases are …

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