Cal State East Bay
SALARY AND BENEFITS:
The starting salary will be between $3,656.00/month to $5,040.00/month.
Cal State East Bay offers a broad range of benefits that includes medical, dental, vision, retirement (CalPERS), 401k, 457, 403(b), dependent and health care reimbursement accounts, life insurance, vacation and sick, 13 paid holidays, one personal holiday and tuition fee waiver.
For more information on the benefits program, please visit http://www.csueastbay.edu/af/departments/hr/benefits/index.html
ABOUT CAL STATE EAST BAY:
Cal State East Bay's beautiful main campus is located in the Hayward hills with panoramic views of the San Francisco Bay shoreline. Situated above the city of Hayward, the campus offers an ideal setting for teaching and learning and yet easy access to the many cities along the bay. The University has a satellite campus in Concord, a professional development center in Oakland and a significant presence online. Founded in 1957, Cal State East Bay is one of 23 universities of the California State University system (CSU). With an enrollment over 15,800 students, Cal State East Bay is recognized as a regionally engaged and globally oriented university with a strong commitment to academic innovation, student success, engaged and service learning, diversity, and sustainability.
ABOUT THE POSITION:
This position reports to the Team Lead of the Procurement & Support Services Department of the Administration & Finance Division. As part of the Finance Division, Procurement Services provides cost effective high quality, and added value services to University customers. Procurement Services includes the following departments: Contract Administration, Duplicating, Property, Purchasing, and Shipping & Receiving. The Procurement Services Department acquires products and services University-wide at a reasonable cost, consistent with quality and time requirements, and in compliance with state laws and regulations. The department develops requests for quotations, administers the formal bid process, provides contract review for legal compliance and administers contracts for complex and critical projects including leases, public works, revenue generating contracts and university partnerships. The incumbent will provide an advanced level of expertise in the area of contracts and purchasing for specified complex or critical projects of a non-public works/construction nature.
Provide excellent customer service to the University's faculty, staff and administrators in the process of obtaining goods or services as needed, in a timely manner, and at any cost savings available. Incumbent to use online tools, such as GovQuote, GovSpend, CalUSource, PeopleSoft and related tools to facilitate both formal solicitations and informal quotes. Analyze, interpret, and apply policies, procedures, and practices; ensure compliance with state and federal regulations and laws, campus and CSU policies, procedures and practices; and require the ability to establish and maintain cooperative working relationships; communicate effectively with others; organize and prioritize work; exercise sound judgment within area of responsibility; perform mathematical calculations; investigate and resolve purchasing-related inquiries and problems; and use current Microsoft software products (Word, Excel, Access, PowerPoint, etc.), web browsers, query tools, procurement management systems, and integrated financial systems. Incumbents work within established procedures to perform a full-range of purchasing duties and have moderate delegated purchasing authority. Judgment is required in interpreting established policies, procedures, practices and guidelines. Purchases are typically less technical and/or low dollar values.
- Schedule appointments with internal customers early in the process when needs and requirements are conceived to help them make informed decisions about products & services, as well as planning a procurement strategy and realistic timeline.
- Establish and maintain good vendor relationships by being responsive to customers including prompt reply to e-mails, phone call (voicemails), and being accessible to customers.
- Keep up on the latest product information by attending trade shows, meeting with vendors, performing research online, speaking with peers at other CSU campuses, other public organizations, and/or clients of possible contractors.
- Keep customers informed of the progress of any project by offering proactive communication.
- Keep manager informed of the status of any customer project, threats to project success and timelines and recommendations for mitigating these issues.
Process purchase requisitions for commodities and services in a timely manner to insure prompt delivery.
- Process requests on a daily basis by contacting vendors, obtaining pricing, terms, and delivery information, and placing phone, fax, web, or email orders. There may be a need to negotiate terms, depending on the industry and/or the bidder/proposer.
- Create and distribute bid documents as necessary to obtain best value for university. Maximize competition and at the same time, consider the use of cooperatives, when appropriate and in the best interests of the Campus.
- Generate PO's from PeopleSoft system.
- Meet Procurement Services' expectations for the processing of requests on a daily basis. Communicate challenges to both internal customer and Lead and/or Director.
Preparation and administration of bids and RFP's (Request for Proposals)
- Requires consistent communication with Purchasing Manager and submitting department to determine if an RFP or a formal Bid is the best solicitation tool.
- Work with department to define/review Scope of Work, Vendor Requirements, evaluation criteria, and schedule for the solicitation.
- Create and send out bid/RFP and monitor addendum distribution.
- Conduct and facilitate pre-bid/pre-proposal meetings, as necessary.
- Receive bid/RFP's by deadline and facilitate the evaluation process.
- If an RFP, conduct an RFP review meeting with the evaluation committee, including department representatives.
- Facilitate proposer presentation meetings, as required.
- Create and develop contract based on the RFP, the proposal, required CSU provisions, and other necessary provisions that are required by the State of California and/or the Federal government, if the project is federally funded.
Other duties as assigned
Thorough knowledge of purchasing practices and procedures, including specification writing; competitive bid administration; state and federal laws and regulations applicable to campus procurement. Working knowledge of contract development procedures; industry standard policies and practices for common contracts, service agreements and leases; and general accounting principles as related to purchasing and contracts.
Ability to research and organize data; evaluate quality and prices to determine best value; develop, analyze and evaluate routine bid proposals, purchase requisitions, perform cost comparisons; administer competitive bid process; and analyze bid proposals and recommend awards.
- Superior written and oral communication skills are required. Must be able to read and write skillfully in English.
- Demonstrated professional attitude with a commitment to the principles of good customer service and generally accepted public procurement practices. This includes a willingness and ability to problem-solve, including, for example, to troubleshoot orders that may have a delivery or invoice issue, at the request of either (or both) Accounts Payable and Receiving.
- Thorough knowledge of the principals of purchasing and procurement policies, methods, and procedures provided by the CSU and by State statue and code.
- Knowledge of and/or ability to learn the CSU purchasing policies and procedures related to nominal value purchases, informal quotes, and formal bids and RFP's.
- Ability to understand, interpret, and recommend edits to Internal Customer provided specifications/scope of works.
- Ability to manage a project from conception to expiration or termination.
- Knowledge, skill, and experience with an integrated electronic purchasing system (i.e. PeopleSoft) and with computerized office systems such as email, spreadsheets, word processing, and internet.
Equivalent to two years purchasing experience at a level equivalent to Buyer I with background in areas such as formal competitive bidding processes, development of contracts, service agreements, leases, or other written legal agreements.
Equivalent to an undergraduate degree in purchasing, marketing, accounting, business, or other appropriate field. Additional experience which has demonstrated that the applicant has acquired and successfully applied the knowledge and abilities shown above may be substituted for the required education on a year-for-year basis.
PREFERRED SKILLS AND KNOWLEDGE:
HOW TO APPLY:
- BS or BA degree in Business/Purchasing/Accounting/Information or appropriate field.
- Certification as a CPPB or equivalent, or higher level certification.
In addition to the standard Cal State East Bay application, please submit a:
1. Cover letter
3. List of three (3) or more professional references
Resumes alone will not be accepted in lieu of a completed online application.
To apply on-line, please go to www.csueastbay.edu/jobs. If you are a first time user, you must register, create a user ID and password, fill in your basic information, save and click on the position you are interested in, click on the "Apply Now" button to begin the online application.
This position will remain open until filled and may close without further notice.
Applicants will receive a confirmation of receipt via automatic email reply regarding their application materials. In addition, all applicants who were not selected will receive email notification at the conclusion of the recruitment process. Please be patient as this process may take several weeks.
CONDITION(S) OF EMPLOYMENT:
Satisfactory completion of a background check that may include, but is not limited to: criminal records check, verification of academic credentials, licenses, certificates, credit history, professional references and/or verification of work history is required for employment. Cal State East Bay will issue a conditional offer of employment to the selected candidate, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Unsatisfactory results may also affect the continued employment of current Cal State East Bay employees who were conditionally offered the position.
All background checks are conducted through the university's third party vendor, Accurate.
All California State University campuses, including Cal State East Bay, are smoke and tobacco-free. For more information, please visit our website at http://www.csueastbay.edu/smokeandtobaccofree/
In compliance with state and federal crime awareness and campus security legislation, including The Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act, the Cal State East Bay Annual Campus Security Report is available at: http://www.csueastbay.edu/upd/safety-and-security-reports.html
The incumbent in this position may be considered a mandated reporter under the California Child Abuse and Neglect Reporting Act and will be required to comply with requirements set forth in the CSU Executive Order 1083 as a condition of employment.
Cal State East Bay is not a sponsoring agency for Staff or Management positions.
As an Equal Opportunity Employer, Cal State East Bay does not discriminate on the basis of any protected categories: age, ancestry, citizenship, color, disability, gender, immigration status, marital status, national origin, race, religion, sexual orientation, or veteran's status. The University is committed to the principles of diversity in employment and to creating a stimulating learning environment for its diverse student body.
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