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Purchasing Transaction Specialist

Apply now Job no: 499104
Work type: Full-time
Location: District Service Center
Work Schedule: Monday-Friday (8:00-5:00)

Working Title

Purchasing Transaction Specialist 

Job Title Code
CTO

Salary Level
N03

Salary Range (Full-Time)
$3,000.00 mo. - $3,450.00 mo. (dependent on experience and other considerations)

Business Travel
N/A

FLSA
Non-Exempt

Position Type
Staff

Position Summary
Monitors the overall transactions review process and associated workflow of business and service contracts in accordance with state statutes and established DCCCD guidelines and protocols.

Required Knowledge, Skills & Abilities
Understanding and knowledge of purchasing principles as well as district, state and federal policy and regulation related to purchasing activities.  Experience processing purchasing transactions, following methods and procedures that have been established. Demonstrated ability to problem solve in a logical manner and to follow through to resolution.  Ability to work in a fast-paced environment with multiple distractions.  Demonstrated ability to prioritize tasks, with strong attention to detail and well organized to complete workload in a timely and effective manner.  Ability to establish and maintain cooperative working relationships with other departments and campus staff, faculty and vendors.  Good interpersonal skills and the ability to work as a team player with a positive attitude.  Ability to develop and maintain recordkeeping systems and procedures.  Ability to make clear, consistent and transparent decisions; acts with integrity in all decision making; recognizes relevant from irrelevant information and makes timely decisions in accordance with regulations, policies and procedures.  Skills in making mathematical calculations and computations.  Skill to organize a variety of documentation daily to maintain accurate and readily accessible purchase information/files.  Proficient in the use of various desktop and internet-based applications.  Demonstrated ability to learn new tools and technology quickly.  Oral and written communication skills in order to deal effectively with individuals from diverse backgrounds. Able to maintain customer and vendor relations and address vendor concerns. Ability to provide quality customer service.

Physical Requirements
Normal physical job functions performed within a standard office environment. Reasonable accommodations may be made to individuals with physical challenges to perform the essential duties and responsibilities.  Occasionally required to lift and carry boxes and printouts.

Minimum Knowledge and Experience
High School diploma with three years of experience in related field.  *** Will be subject to a criminal background check.  Some positions may be subject to a fingerprint check. *** 

Preferred Skills:  Working knowledge of the Jaggaer eProcurement bidding and sourcing system.

Essential Duties and Responsibilities
Prepare various purchasing documents including requisitions, purchase orders (PO’s), blanket purchase orders (BPO’s), and requests for competitive quotes and bids.  Reviews requisitions and all documentation for accuracy in accordance with state and district policy.  Resolve discrepancies related to purchase orders, receipts or invoices, which includes monitoring and resolving imbalances between receipts and invoices.  Monitors the purchase transaction through delivery, payment and PO closure.  Provide assistance to organizations by providing copy of purchase orders and answering questions.  Support a positive and friendly attitude to vendors, employees and leaders, providing information or records as requested.   Assist with projects as requested.  May monitor budget and provide daily status of general ledger accounts.  Pay invoices which consist of products, services being provided, service contract, local and federal compliance fees etc.  Assist Cost Center Managers with quotes, requisitions, NPO requests, provide purchase order and BPO numbers.  Assists with front desk duties, such as answering the phones, interact with departmental visitors and perform administrative duties.  Support other office functions including record keeping, maintaining department files, spreadsheets, updating records and processing forms.  May train campus staff on purchasing policies and procedures.  Utilizes effective interpersonal, oral and written communication skills when interacting with diverse internal/external stakeholders and constituents within the DCCCD community network.  Must complete required DCCCD Professional Development training hours per academic year.  Performs other duties as assigned.

The intent of this job description is to provide a representative summary of the major duties and responsibilities performed by incumbents of this job and shall not be construed as a declaration of the total of the specific duties and responsibilities of any particular position.  Incumbents may be directed to perform job-related tasks other than those specifically presented in this description. Position requires regular and predictable attendance.

Advertised: Pacific Standard Time
Applications close: Pacific Standard Time

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