AGENDA ITEM BACKGROUND TO: GOVERNING BOARD DATE ITEM NUMBER

Transcription

1 128 AGENDA ITEM BACKGROUND TO: GOVERNING BOARD DATE FROM: PRESIDENT SUBJECT: Administrative/Management Job Description Update: Director of Purchasing, Contracts, Risk Management and Auxiliary Services REASON FOR BOARD CONSIDERATION ACTION ITEM NUMBER F.10 June 10, 2013 ENCLOSURE(S) Page 1 of 5 BACKGROUND: The Director of Purchasing job description was created in 1999 to address the need to plan, organize, direct and supervise District purchasing activities. In 2004 the job description was revised to incorporate the contracting activities and the position was reclassified to Director of Purchasing and Contracts. In 2010 the job description was revised to incorporate the duties in support of various auxiliary services and the coordination and direction of the risk management program. In 2011 a new Auxiliary Services Manager position was created to supervise the College bookstore, copy/duplication center, and contracted food and vending services. Although the District recruited for this position, it was never filled. Given the recent contract with Barnes and Noble for bookstore services, it has been determined that a new Auxiliary Services Manager position will not be filled and the Director of Purchasing, Contracts and Risk Management will assume the managerial responsibilities as it relates to the bookstore, district printing, food services and vending. Given this, the Director of Purchasing, Contracts, and Risk Management job description has been revised and updated to reflect duties of the current management assignment, which will include supervising purchasing, warehouse, district printing, the mailroom bookstore and other assigned functions. The revised Director of Purchasing, Contracts, Risk Management and Auxiliary Services job description is provided for the Governing Board s review and approval. (Continued) RECOMMENDATION: It is recommended that the Governing Board ratify the updated administrative job description for the Director of Purchasing, Contracts, Risk Management and Auxiliary Services to be placed at Range I of the Administrative/Management 225-Day Salary Schedule. Administrator Initiating Item: Loree McCawley/Victoria Lewis Academic and Professional Matter Yes No Final Disposition If yes, Faculty Senate Agreement Yes No Senate President Signature

2 129 Cabrillo College DIRECTOR OF PURCHASING, CONTRACTS, AND RISK MANAGEMENT AND AUXILIARY SERVICES CLASSIFIED ADMINISTRATOR JOB DESCRIPTION The plans, organizes, directs and supervises District purchasing and contracting activities and is responsible for directing various auxiliary services, and the coordination and direction and coordination of the District s risk management program. SCOPE Under general direction of the Vice President, Administrative Services, responsible for directsing and supervises purchasing, contracts, the mailroom, duplications district printing, warehouse, and the external vendor contracts for operations of the bookstore, food, services and vending functions services of the District College; performs management duties within the Administrative Services organizational structure; supervises the operational activities of the mailroom, duplications and warehouse; and oversees food services; directs and coordinates specific District wide risk management functions and activities; analyzes, interprets, proposes and implements District policy; and provides support functions for College programs as assigned. EXAMPLES OF DUTIES Duties include but are not limited to the following: Purchasing: Organizes, directs and implements a comprehensive College purchasing program to provide equipment, materials, and services efficiently and economically (E) Manages purchasing processes required (to include all formal bidding and Request for Proposals required) to comply with federal, state, and district requirements and sound business practices (E) Reviews all purchase orders and maintains follow-up procedures on late or partial deliveries (E) Hires, assigns trains, supervises, and evaluates the work of purchasing, warehouse, mailroom, duplications district printing, and other assigned staff (E) Plans budget for the purchasing department, warehouse, mailroom, duplications district printing, district utilities, and food services for approval by the Vice President, Administrative Services (E) Develops recommendations for changes and improvements in purchasing and receiving policies and procedures to increase cost effectiveness of the purchasing program (E) Establishes purchasing standards and controls expenditures to these standards (E) Acts as primary liaison with vendors, College departments, local and state agencies, and the public on issues and questions concerning purchasing (E) Evaluates vendor and product performance as necessary; compares performance to standards, specifications and terms of contracts; takes appropriate action; maintains insurance records for active vendors as appropriate (E) Implements and maintains a fixed asset accounting program/inventory process (E) Automates the purchasing, inventory, and warehouse functions (E)

3 130 Page 2 EXAMPLES OF DUTIES (cont'd) Contracts: Reviews, writes, revises, and manages District contracts (E) Interprets and advises the District on legal requirements, codes, regulations, and policies (E) Analyzes and coordinates the input of various District consulting counsel in the arenas of public agency law, business law, contracting, education and public contract code, and labor law (E) Serves as the District contract administrator for food services and vending contracts, designed as revenue producing cost-centers of the Auxiliary Services department (E) Manages the District s compliance with public records requests (E) Risk Management: Manages District risk management program to include developing, implementing and disseminating plans, policies, standards, and procedures for effective risk management and control (E) Evaluates extent of risk exposure and, where feasible, develops programs to minimize financial risk to the District (E) Serves as representative or alternate representative to District Joint Powers Authorities, making coverage, policy, budget and claims settlement recommendations and voting on behalf of the District (E) Supervises the management of District property and liability claims (E) Coordinates the gathering of information and analysis of data necessary for the renewal of District insurance coverage (E) Bookstore: Supervises and administers outside vendor contracts; manages and provides District oversight for the District Bookstore (E) Manages the bookstore vendor contract to ensure contract compliance and District revenue collection (E) Ensures compliance with District policies and procedures, education code and other pertinent controlling regulations (E) Supervises District employees who work in leased Bookstore operations (E) Transportation: Oversees the development and administration of the annual transportation program fund budget (E) Forecasts funds needed for transportation program staffing, equipment, materials, and supplies; monitors and approves expenditures, and implements adjustments (E) Related Duties: Compiles and maintains statistical data and generates reports (E) Participates as a member of the District Safety Committee Serves on college committees as required or assigned Attends workshops, conferences and meetings related to college business, purchasing and other assigned operations, which may require driving to offsite facilities Performs special projects related to Administrative Services as assigned Performs related duties as required or assigned (E) = designates an essential function

4 131 Page 3 QUALIFICATIONS Education and Experience: A Bachelor s degree from an accredited four-year college or university Knowledge of: Ability to: Education equivalent to a Bachelor's degree from an accredited four-year college or university, with major coursework in accounting, finance, business, public administration or a related field AND four years of increasingly responsible professional level administrative experience, including two years experience in purchasing, which has provided the knowledge and abilities outlined below. Previous supervisory experience required. General purchasing procedures and competitive bidding processes Principles, procedures, methods, techniques, and strategies relative to the management of auxiliary service programs Laws, rules, and regulations, and codes related to assigned duties and activities General knowledge of and the ability to apply the principles and practices of program administration, office management and budgetary control Budget preparation and management for multiple cost centers Risk management programs and procedures for effective risk management Effective leadership, managerial techniques, and supervisory principles and practices Computer applications including word processing, spreadsheet, database and accounting software Analyze complex information related to purchasing, contracts, risk management, and transportation program activities lease agreements Understand, interpret and apply a variety of laws, regulations and litigation concerning District contracts Perform duties in compliance with applicable College rules and regulations, policies and procedures Maintain accurate financial records; perform short and long-range budget, financial, and operating planning Effectively resolve disputes, analyze situations, evaluate alternatives and make creative and sound recommendations Provide leadership and eeffectively train, supervise and evaluate the activities of others Communicate effectively verbally and in writing Establish and maintain effective working relationships with faculty, staff and College administration Consistently perform under the pressure of deadlines and other administrative demands Desired: Knowledge of public sector purchasing procedures and competitive bidding Familiarity with the California Workers Compensation system Familiarity with administration of property and liability insurance budgets and claims Two years experience in insurance or corporate/public sector risk management

5 132 Page 4 QUALIFICATIONS (cont d) LICENSES AND OTHER REQUIREMENTS Possess and ability to maintain a Vvalid California driver's license and a safe driving record during the course of employment WORKING CONDITIONS Environment: Office environment Physical demands: Hearing and speaking to exchange information Dexterity of hands and fingers to operate a computer keyboard Sitting for extended periods of time Seeing to read and analyze financial reports AUTHORITY/RESPONSIBILITY The has direct supervision of designated classified employees within for purchasing, warehouse, duplications district printing, the mailroom, bookstore and other assigned functions; and is responsible for providing technical risk management and safety information and direction for all segments of the college. Established: July 12, 1999 Revised: September 13, 2004 Revised: May 3, 2010 Revised: June 10, 2013