Job Details

Contract Specialist
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Position Number: 5816346
Location: Pasadena, CA
Position Type: Business and Financial Management

Contract Specialist

Pasadena City College

Salary: $6,433.44 - $7,092.87 MonthlyCFT-52

Job Type: Full-Time

Job Number: 06721

Location: Pasadena, CA

Department: Business & Administrative Services

Closing: 12/10/2024 11:59 PM Pacific

Position Overview

We are hiring for two similar roles, each with different funding sources:

General-Funded Position: This role is fully funded by the organization's general budget, ensuring its long-term stability.
Bond-Funded Position: This role is funded by a bond through June 30, 2029. Please note that the continuation of this position beyond that date depends on the renewal of bond funding, which is not guaranteed.

Both positions offer an opportunity to contribute to impactful projects within our organization. Applicants for the bond-funded role should be aware that while the position is secure until June 30, 2029, there is a possibility it may not extend beyond this date if funding is not renewed.

Why Join Us?

At Pasadena City College, our Purchasing team plays a vital role in supporting academic and administrative functions by balancing legal requirements with the needs of our academic community. As the link between departments and vendors, we ensure timely access to the right products at the best value. Our team's dedication, skill, and professionalism enhance the college's mission every day. Join us to make a meaningful impact on education through effective procurement.

Compensation and Benefits

Salary: $6,433.44 - $7,092.87 Monthly
Generous Total Compensation: ~$132,707.30
5% raise on successful completion of 6-month probationary period
CalPERS retirement plan
20 Paid holidays
12 Vacation Days

Under the general supervision of the Director of Purchasing and Contracts Administration, and in compliance with all applicable codes, policies, rules and regulations including public works and the Department of Industrial Relations (DIR), the Contract Specialist is responsible for the District's contractual acquisition process of goods, services, professional and maintenance services including planning, developing, coordinating, ensuring funding, conducting, negotiating, administering and effecting various bids, requests for proposals, and service contracts of intermediate monetary value. Performs related administrative and technical responsibilities including filing and updating records. The position is responsible for preparing and submitting contracts for execution, drafting, and submitting board agenda items for Board of Trustee's approval, and responding to inquiries from various regulatory agencies and potential bidders. The position will assist with the drafting/reviewing, negotiation and compliance of District's Consulting, Licensing, Affiliation, Internship and other types of agreements, including liabilities, insurance certificates, proposed terms and conditions to ensure the best interest of the District.

REPRESENTATIVE DUTIES:

Serves as the point of contact for bidding and contractual matters, and advises on pertinent codes, policies, regulations, policies and procedures.
Plans, coordinates, develops, conducts, and acquires approvals.
Closes out bids, requests for proposals (RFPs) and contractual transactions.
Acquires, validates and returns bonds.
Validates Contractor's State License Board (CSLB) Licenses, DIR's registration, insurance certificates.
Documents the acquisition cycle of formal/informal bids, RFPs, invitations for bids, and Public Works projects.
Maintains and updates bid and RFP templates, forms and certifications to reflect code changes and regulations.
Ensures use of appropriate legal contract forms(s), clauses, and approvals to minimize District's risk and exposure to liabilities.
Receives and validates contracts files and documents
Serves as departmental contact for the development, review, and preparation of construction related bids, requests for qualifications, requests for proposals, requests for information, prequalification, invitations for bids, sole source justifications, contracts, and associated documentation for Facilities, construction and professional services projects.
Serves as the departmental contact for professional services agreements, affiliation agreements, requests for qualification, requests for proposal, sole source justifications, contracts and associated documentation, and the conduct of these processes as assigned.
Responds and files to governmental and regulatory agencies.
Files and maintains electronic and hard copy documentation, correspondence, contractual changes, change requests and Board approvals.
Determines and selects the appropriate type of contract requirements and procurement methodology, consistent with Board policy and related codes.
Assist in developing, implementing and training District staff in the procurement and contracting processes and functions.
Monitors compliance of District staff with established policies and procedures and provides appropriate guidance and assistance.
Ensures contract execution, close-out, extension, termination or renewal.
Prepares and submits Board Agenda items as they related to assigned areas of responsibility.
Prepares and distributes correspondence, reports, charts, agendas, and materials containing confidential and/or sensitive information.
Administers and ensures contracts compliance.
Prepares contractual agreements for execution by the contractor and the District's representative.
Ensures projects funding and completes encumbrances.
Stay current on relevant laws, regulations and issues pertaining to public bidding and contracting.
Investigates and resolves problems relating to price, quantity, quality or warranty, contractual performance deficiencies, and other discrepancies or variances for accounts payable.
Assist with in resolving financial system's discrepancies.
Works with Executive and Senior Management as well as line staff and other personnel in securing their procurement and contract's needs.
Researches and determines areas of cooperative purchasing, and incorporates them to assess District needs, including California Multiple Awards Schedule (CMAS) and County bids, piggy-backing on other bids.
Generates and provides monthly reports on planned bids, bids in process, contracts status including but not limited to; completion date, expiration, renewals, extension; amendments, funding, requestors, renewal deadlines and other relevant criteria.
Provides guidance to lower level staff in select procurement

KNOWLEDGE AND ABILITIES

KNOWLEDGE OF:

Federal and State Codes relating to public construction projects.
Contracting, and the acquisition supplies, equipment, leases and services.
Methods and techniques of purchasing supplies, equipment, materials and services, contract types, sources of supplies, equipment, materials and services used in a community college district.
Principles and elements of contract law, Uniform Commercial Code, after-sales servicing and warranties;
Principles, methods and techniques of computerized data processing, computer applications, including hardware and software.
Oral and written communication.
Correct English usage, grammar, spelling punctuation, and vocabulary.
District organizational structure, operations, programs, policies, procedures, philosophy, mission, goals, and objectives.
Interpersonal skills, use of tact, patience, and courtesy.
Problem solving and conflict resolution in an academic environment.
Modern office practices, procedures, equipment, and software applications

ABILITY TO:

Answer correspondence independently and to apply laws, rules, regulations, and policies affecting community college district purchasing and contracting aspects.
Explain and interpret laws, rules, regulations, and policies to District personnel, prospective bidders, and representatives of other agencies.
Analyze contracts, resolve contractual problems and disputes.
Prepare clear and concise reports, prepare legal forms, and documents;
Lead the work of others.
Communicate effectively both orally and in writing.
Interpret, apply, and explain rules, regulations, policies, and procedures.
Analyze situations accurately and adopt an effective course of action.
Ensure compliance with local, state and federal guidelines, policies, rules, and regulations.
Establish and maintain effective working relationships with others.
Demonstrate clear evidence of sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, and ethnic backgrounds of community college students, faculty, staff, and community.

EDUCATION AND EXPERIENCE:

Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be:

A Bachelor's degree in Business Administration or closely related field; AND
Three years of increasingly responsible experience in material management, or purchasing, or contract administration, preferably in a community college district. Experience in a private industry or public agency involving direct experience with purchasing, contract administration; warehousing and delivery activities is acceptable.
Additional experience in contract administration and purchasing may be substituted for the required degree on a year for year basis.

DESIRABLE QUALIFICATIONS:

Certified Purchasing Manager (CPM)
Certified Professional Contracts Manager (CPCM)
Certified Associate Contracts Manager (CACM)
Certified Public Procurement Officer (CPPO)
Certified Professional Public Buyer (CPPB).
Previous experience in public works

PHYSICAL ABILITIES:

Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; vision to read printed materials and a computer screen; and hearing and speech to communicate in person, before groups, and over the telephone. This is primarily a sedentary office classification although standing and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects up to 25 pounds.

ENVIRONMENTAL ELEMENTS:

Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.

LEVEL OFSUPERVISION EXERCISED:

None.
CORE COMPETENCIES:

Contract Management and Administration
Legal and Regulatory Compliance
Negotiation Skills
Procurement and Bidding Processes
Communication and Stakeholder Management
Attention to Detail and Accuracy
Risk Management and Compliance
Organizational and Time Management Skills

SALARY RANGE:

CFT - 52

APPLICATION AND SELECTION PROCESS

Pasadena City College (PCC) utilizes an online application process. Hard copy, e-mailed, or faxed resumes are not accepted. Job postings will not be reopened due to failure to submit an application before the closing date for any reason. You can apply for a position from any computer with Internet access. Please keep in mind the following:

If you do not follow the process or your application/resume is incomplete, your information will not be processed.
If you need to update any submitted information, you will need to reapply in full. When HR sees duplicate applications, we archive the oldest and the most recent application and materials are considered.
The selection advisory committee will review, evaluate, and consider applications and supporting materials received by the deadline. Meeting the minimum qualifications for a particular position does not assure the applicant an interview.
While the acceptance of the application packet is done through PCC's Applicant Tracking System (ATS), all hiring decisions are made by a hiring committee.
Once applications are submitted, they are final. Please carefully review your application and the documents which you are attaching to make sure that they are free from errors and complete. If you require assistance with your application, please refer to the application guide or you may contact NeoEd Customer Support at 855-524-5627. Customer Support is available Monday - Friday, 6 a.m. - 6 p.m. (PST).

All materials listed below may be required for your application packet to be considered complete:

Resume or Curriculum Vitae
Cover Letter

After a review of applications received, the District may require the completion and submission of supplemental documents prior to the interview process.

ADDITIONAL INFORMATION

Successful applicants must provide proof of eligibility to work in the United States.
Successful completion of background check including Live Scan and Tuberculosis (TB) assessment/screening.
Pasadena Area Community College District will not sponsor any visa applications.
Applicants must be available for interviews at Pasadena City College at no cost to the District.
Applicants who have disabilities may request that accommodations be made in order to complete the selection process by contacting the Office of Human Resources directly at (626) 585-7388.
The Pasadena Area Community College District does not discriminate in the educational programs and activities operated by the District or in employment procedures and practices of the District. The Policies of Title IX as developed to date are available for inspection during normal business hours at the District office at 1570 E. Colorado Blvd., Pasadena, CA 91106.
Crime awareness and campus security information are available from Campus Police. (Public Law 101-542).
The Pasadena Area Community College District is an equal opportunity employer. The District encourages applications from underrepresented minorities and the disabled.
An applicant, who attempts to contact individual Board members or members of the screening committee with the intent of influencing the decision of the committee or the Board, will be disqualified. General inquiries regarding the position and/or District employment should be directed to the Office of Human Resources.

PASADENA AREA COMMUNITY COLLEGE DISTRICT
Equal Opportunity, Title IX, Section 504 Employer

To apply, please visit https://www.schooljobs.com/careers/pasadenaedu/classified/jobs/4669731/contract-specialist

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