Buyer II (103263), Vallejo, California

Created 01/13/2021
Employer Cal State University (CSU) Maritime Academy
Reference 393732
Job Type Full Time
Country United States
State California
City Vallejo
Zip 94590
Description:
POSITION SUMMARY: The Contract Services and Procurement Office is responsible for the procurement of goods, services, public works and other agreements for the University and its Auxiliaries. The primary functions of the Buyer II position are to assist the Director in processing purchase orders, contracts and various agreements, prepare and administer formal and informal bids, and develop specifications as required by policy or law. The Buyer II is expected to perform these tasks with general supervision or assistance, resolve conflicts between the providers and the end users, and maintain an excellent professional working relationship with faculty, staff, vendors, students and public.

HOW TO APPLY: Interested parties should submit the Cal Maritime Employment Application, a cover letter and resume. Apply on-line at http://www.csum.edu/web/hr/careers.

ABOUT THE CALIFORNIA STATE UNIVERSITY MARITIME ACADEMY:
Established in 1929, California State University Maritime Academy, a campus of the California State University, is the only degree-granting maritime academy on the West Coast. Located on a scenic waterfront site in Vallejo, the campus serves a student population of approximately 1100 undergraduates and 50 graduate students. The campus currently offers undergraduate degrees in Mechanical Engineering, Facilities Engineering Technology, Marine Engineering Technology, Marine Transportation, Global and Maritime Studies, and Business Administration. A master's degree in Transportation and Engineering Management is offered as well as a number of extended learning programs and courses.

MAJOR RESPONSIBILITIES:
Provide excellent customer service to the University's faculty, staff, administrators and Auxiliaries 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, CSUBuy, 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.

a. 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.

b. Establish and maintain good vendor relationships by being responsive to customers including prompt reply to e-mails, phone calls (voicemails), and being accessible to customers.

c. Keep up on the latest product information by meeting with vendors, performing research online, speaking with peers at other CSU campuses, other public organizations, and/or clients of possible contractors.

d. Keep customers informed of the progress of any project by offering proactive communication.

e. Keep Director informed of the status of any customer project, threats to project success and timelines and recommendations for mitigating these issues.

Process purchase requests for commodities and services in a timely manner to ensure prompt delivery while complying with policies and procedures. Ensure all required documentation is complete and filed per procurement requirements. Proactively communicate with stakeholders as needed.

a. Process requests daily by contacting vendors, obtaining pricing, terms, and delivery information, insurance, and placing orders. There may be a need to negotiate terms, depending on the industry and/or the bidder/proposer.

b. Create and distribute bid documents or requests for quotes 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.

c. Generate Purchase Orders from PeopleSoft system, perform required review, follow-up, and closing out purchase order issues including any conflict resolution.

d. Meet Procurement Services' expectations for the processing of requests daily. Communicate challenges to Director.

Preparation and administration of bids and RFP's (Request for Proposals).

a. Requires consistent communication with Director and submitting department to determine if an RFP or a formal Bid is the best solicitation tool.

b. Work with department to define/review Scope of Work, Vendor Requirements, evaluation criteria, and schedule for the solicitation.

c. Create and send out bid/RFP and monitor addendum distribution.

d. Conduct and facilitate pre-bid/pre-proposal meetings, as necessary

e. Receive bid/RFP's by deadline and facilitate the evaluation process.

f. If an RFP, conduct an RFP review meeting with the evaluation committee, including department representatives.

g. Facilitate proposer presentation meetings, as required.

h. 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.

Work with Risk Management, Accounts Payable and Receiving to resolve and ensure that procurement and contract issues or concerns are addressed properly and timely. Utilize PeopleSoft tools to aid in accurate financial records, update purchase orders and close out purchase orders for the reconciliation process. Processes, maintains and keeps current files of COIs and AIEs. Other administrative clerical duties for compliance.

Assist with procurement projects and initiatives. Work with Director to identify and implement improvements to the procurement processes, including website and forms assistance. Participate in various CO procurement meetings and initiatives.

Provide overall assistance to campus community regarding procurements.

REQUIRED QUALIFICATIONS:
Experience: 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.

AND

Education: 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.

Thorough knowledge of principles of purchasing and procurement policies, methods and procedures; general knowledge of the administration of formal competitive bid cycles according to the California State Statutes and Codes; general knowledge of contract development procedures and practices; thorough knowledge of, or the ability to learn quickly, a variety of CSU policies, practices, and formats for common contracts. Must have strong records management skills.

Ability to: develop, interpret, and apply accurate, multiple, and precise procurement specifications; analyze
bids and administer the bidding process; keep financial records; identify opportunities to negotiate savings, using cooperatives or cooperative contracts and other strategic sourcing methods; establish and maintain cooperative working relationships with vendors and with faculty, students, administrators, and members of the general public; read and write clearly in English, comprehend and apply California State Statutes and Codes as well as contract language; perform product research and make comparisons of cost data.

Ability to: 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.

PREFERRED QUALIFICATIONS:
• Certified Professional Public Buyer (CPPB) or equivalent preferred.
• Purchasing experience in a California State University or educational setting.
• Working knowledge of State or California State University Common Financial System/PeopleSoft.
• Ability to develop, interpret, and apply varied material and equipment specifications; learn and apply computer technology for the total purchasing process.
• Knowledge of CSUBuy, GovSpend, and GovQuote.
• Ability to work independently, set priorities, and execute multiple tasks with minimal supervision.
• Ability to identify problems and recommend appropriate solutions.

SPECIAL CONDITIONS:

PHYSICAL, MENTAL and ENVIRONMENTAL CONDITIONS: Involves mainly sitting with up to 25% of the activities involving regular standing or walking; involves lifting of medium weight objects limited to 25 pounds.

HOURS of WORK/TRAVEL: Overtime may be required during high volume work cycles. Occasional travel for training purposed is required. Some telecommuting will be necessary during the pandemic.

BACKGROUND CHECK: Satisfactory completion of a background check (including a criminal record check and fingerprinting) is required for employment. CSU will make a conditional offer of employment, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Failure to satisfactorily complete the background check may affect the continued employment of a current CSU employee who was conditionally offered the position.

DESIGNATED POSITION: This position is a "designated position" in the California State University's Conflict of Interest Code. The successful candidate accepting this position is required to file Conflict of Interest forms subject to the regulations of the Fair Political Practices Commission.

ELIGIBILITY TO WORK: Applicants must provide proof of U.S. citizenship or authorization to work in the United States within three days of the date of hire.

TITLE IX: Please view the Notice of Non-Discrimination on the Basis of Gender or Sex and Contact Information for Title IX Coordinator at: https://www2.calstate.edu/titleix

EEO STATEMENT: Cal Maritime is an Equal Opportunity, Affirmative Action Employer. The university subscribes to all state and federal regulations and prohibits discrimination based on race, color, religion, national origin, sex, gender identity/gender expression, sexual orientation, marital status, pregnancy, age, disability, genetic information, medical condition, covered veteran status, or any other protected status. Reasonable Accommodations will be provided to applicants with qualifying disabilities who self-disclose by contacting the Benefits Coordinator at
(707) 654-1146.
Closing Date/Time: Open until filled

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