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- DIRECTOR, GENERAL SERVICES
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DIRECTOR, GENERAL SERVICES
San Jose/Evergreen Community College District
Close/First Review Date: 05/23/2021
Campus Location: District Office
Position Description:
POSITION SUMMARY
The Director of General Services reports to the Executive Director of Fiscal Services located at the District Office. This is a full time, 12 months per year, management position.
POSITION PURPOSE
Under the general direction of the Executive Director, Fiscal Services or assigned administrator, the Director of General Services is responsible for organizing, coordinating, and assisting the Executive Director with the Purchasing function and related processes. Responsibilities include but not limited to negotiating, reviewing and approving contracts and Memorandum of Understandings (MOUs), fixed asset management, including central inventory and warehouse ), and risk management. The position reviews contracts to assess appropriate legal form to minimize exposure to risk and liability in the event of contract default, and to ensure that the district and its assets are adequately and appropriately protected.
NATURE AND SCOPE
This position is responsible for managing the purchasing and warehouse operations, and risk and contracts activities. This position works with attorneys, adjusters, insurance providers and investigators in handling claims and lawsuits against the district, and keeps district staff aware of situations that could expose the district to loss of property, liability, and litigation. Incumbent in this position leads the District Safety Committee and coordinates with responsible District/College employees in facilitating required trainings and compliance with OSHA.
DUTIES and RESPONSIBILITIES
Purchasing and Warehouse Management
1. Provide technical direction on procurement, negotiation and contract bidding procedures to ensure compliance with all contract requirements and problem resolution.
2. Develop, prepare, evaluate and recommend formal and informal bid specifications and competitive bid packages for various goods and services including public works projects; analyze in-coming proposals and competitive market data; provide assistance to District administrators in preparing bid specifications and packages for purchases.
3. Receive and evaluate formal bids, prepare analysis of bid results and recommend a course of action to the Board of Trustees for approval.
4. Approve and manage encumbrances, assure accurate vendor records, accuracy and timeliness of purchasing function and issues guidelines for end-users process and compliance.
5. Negotiate contracts and determine allocation to proper department funds; develop methods to measure the effectiveness of assigned contracts; optimize utilization of Procurement Card Program.
6. Prepare contracts and purchase orders for services and supplies; obtain bonds, insurance certificates, warranty certificates and related documentation from vendors as required per quotation/bid or contract terms.
7. Develop and maintain relationships with vendors and internal customers for assigned products and services; streamline purchasing processes as needed; provide guidance and service to internal customers while enforcing established policies and procedures.
8. Manage the District warehouse including receiving, inventory, storage, disposal, and distribution of stock equipment and supply items.
9. Develop procedures and guidelines to ensure assets are properly inventoried and recorded. Act as as the primary point of contact for receiving assets and distributing assets requests.
10. Direct and review preparation of recommendations for Board actions as they relate to contract, surplus, and procurement activities. Establish calendar of due dates in accordance with Board meeting dates for the bond services team.
Contracts and Risk Management
11. Develop processes and procedures to review, approve and monitor contractual agreements between the district/colleges and various vendors including, but not limited to maintenance contracts, equipment leases, licensing and service contracts, performance contracts, lease agreements and professional/independent contractor agreements.
12. Confer with and advise college leadership on contract requests, and on the development, preparation, interpretation, and revision of technical specifications for the procurement and lease of materials and services for compliance with law and district policies.
13. Assist in the resolution of complex problems and issues over contractual interpretations between vendors and users regarding deficiencies in quality of goods or services received by the district, terms and conditions, and completion of projects.
14. Evaluate vendor and product performance as necessary; compare performance to standards, specifications and terms of contracts; take appropriate action; maintain insurance records for active vendors as appropriate.
15. Represent the District on insurance Joint Powers Authority and manage internal and external insurance certificate/ risk transfer programs; oversee claims processing and monitor case management activities performed by third-party administrators.
16. Administer the District's safety, property and liability insurance programs and act as liaison between the District and insurance carriers.
17. Work with related departments to ensure proper implementation of safety programs such as Injury and Illness Prevention Program (IIPP), Hazard Communication Program, Chemical Hygiene Plan, Hazardous Materials Business Plan (HMBP), and Spill Prevention Control and Countermeasure Program (SPCC).
18. Provide technical expertise and guidance on contract, formal bid, RFQ, RFP and purchasing issues; interpret and explain applicable laws, regulations, and policies to vendors; confer with legal counsel as needed on contracting and purchasing issues. Conduct and participate in substitution hearings as requested by contractors.
19. Collaborate with other District functions to define and monitor procedures and guidelines on property and liability accident reporting; work with insurance providers to report and investigate claims; maintain records and files on all claims.
20. Participate in the identification of hazards and any safety issues pertaining to all District sites to minimize insurance losses in coordination with related college or district departments.
Other
21. Plan, organize and supervise the activities of professional, technical and clerical staff in the purchasing and contract administration.
22. Participate in the development and administration of the department budget.
23. Supervise and evaluate the performance of assigned staff; interview and participate in selecting employees; train, counsel, and discipline personnel according to established policies and procedures.
24. Perform other duties as assigned.
EMPLOYMENT STANDARDS
Knowledge of:
1. Principles, methods, procedures and legal requirements of public procurement, storage of goods, automated inventory control, risk management, loss prevention, and multi-line claims handling.
2. Federal, state and other applicable laws and regulations and District policies and procedures governing public purchasing and contracting activities.
3. Contract law and contract document development.
4. Risk management specializing in liability and property coverage.
5. Principles and practices of paperless and fully integrated purchasing systems.
6. Inventory maintenance.
7. Theories and techniques of negotiation, mediation and conflict resolution.
8. Budget preparation and control.
9. Principles of supervision, training and performance evaluation.
Skills and Abilities:
1. Understand, interpret, explain and apply laws, rules, policies, and regulations.
2. Communicate effectively both orally and in writing, including writing complex reports and presentations.
3. Develop clear and concise bid specifications, contracts, budget reports and related documents.
4. Work effectively with District personnel, contractors and their representatives, and legal advisors.
5. Represent and promote the interest of the District in administration of contract and risk management programs.
6. Present solutions to management level with confidence and effectiveness.
7. Direct, schedule, coordinate and evaluate the work of assigned employees.
8. Build and foster knowledgeable, cohesive and effective work teams.
9. Establish and maintain cooperative and effective working relationships with others.
10. Operate a computer and assigned office equipment and its applications.
11. Plan, organize work and meet schedules.
Required Qualifications:
EDUCATION AND EXPERIENCE
1. Bachelors degree from an accredited institution in accounting, finance, business administration, public administration, or related field.
2. Five years of management experience in procurement, budget and accounting, risk and contracts, preferably in a public agency.
Desired Qualifications:
Preferred Qualifications
1. Certified Public Procurement Officer (CPPO)
2. Certified Professional Purchasing Manager (CPPM)
3. A J.D. degree.
4. Bilingual abilities, desirable.
Districts Diversity Requirements
Salary Range:
$122,665- $149,100 Annual Salary (Range M26: Management 2019-2020). Salary Schedule. Starting salary placement is generally at Step 1.
Benefits:
Excellent fringe benefit package includes District paid medical, dental, vision, EAP (employee assistance plan) and life insurance for employee and eligible dependents, and income protection. Voluntary plans include supplemental life insurance, Flexible Spending Accounts, 403b and 457 Deferred Compensation Accounts. Manager and Supervisor positions also include 22 vacation days, 18 holidays, 12 sick leave days and 6 administrative leave days per year.
To be considered for this position please visit our web site and apply on line at the following link: https://sjeccd.peopleadmin.com/
About San Jose/Evergreen Community College District
The District is represented by dedicated and talented employees who are passionate about providing our student population with the best educational experience possible. The District recognizes that cultural diversity in the academic environment promotes academic excellence; fosters cultural, racial and human understanding; provides positive roles models for all students, and creates an inclusive and supportive educational and work environment for its employees, students, and the community it serves.
As of fall 2017, with enrollment of approximately 18,500 per semester, and an extremely diverse student population (Hispanic/Latino 44%, Black/African-American 4%, Asian/Pacific Islander 32%, American Indian/Native American 0.5%, White/Caucasian 11%) attaining educational goals reflecting 45% AA Degree and Transfer to a 4-Year College/ University, the Districts emphasis on student success makes it a recognized educational leader in the State.
The District encourages a diverse pool of applicants to serve as colleagues to an existing diverse group of managers, supervisors and confidential staff consisting of 29 % Hispanic/Latino, 13% Asian/Pacific Islander, 7% Black/African American, 23% White/Caucasian, and as well as encouraging applications from all qualified, outstanding applicants.
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