Director of general services
Location
Rocklin, CA | United States
Job description
Salary: $139,575.84 - $169,655.31 Annually
Director of General Services
Salary: $139,575.84 - $169,655.31 Annually
Job Type: Full-Time
Job Number: 2324-00044
Closing: 3/25/2024 11:59 PM Pacific
Location: Rocklin, CA
Division: Administrative Services
Description Under the direction of the Vice President for Administrative Services, plan, organize, coordinate and direct the activities of the District's purchasing department and general services. Responsibilities include, but not limited to, districtwide procurement program, contract administration, formal and informal bidding, warehousing operations, mail distribution, courier services and printing department; serves as primary liaison and provides oversight for contracted food service and bookstore operations; develops and maintains vendor relationships and cost containment measures. Ensures efficient and legally compliant purchasing standards are met. Performs a variety of tasks relative to assigned areas of responsibility.
Sierra College has a strong commitment to the achievement of equity and inclusion among its faculty, staff and students and values the rich diverse backgrounds that make up the campus community. The Director of General Services must demonstrate a profound understanding of and experience with successfully supporting individuals with varying backgrounds. This includes persons with disabilities, various gender identities, sexual orientation, individuals from historically underrepresented communities and other groups to ensure the District provides strategies for success and pro-active, student-centered practices and policies committed to eliminating equity gaps.
Examples Of Functions and Tasks
REPRESENTATIVE DUTIES -
The following duties are typical for this job classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices. - Manage, plan, organize, and direct the activities of the District's procurement program; direct and participate in the review and evaluation of a variety of requisitions to determine appropriate method of procurement; approve purchase orders and provide recommendations concerning the authorization of contracts and selection of contractors.
- Plan, direct and coordinate a comprehensive contracts management program, including public works contracts, to protect the District's interests and ensure compliance with all legal requirements; oversee all phases of contracts development and administration, including formulation, analysis, interpretation, review, negotiation, administration and coordination; if needed obtain legal review to ensure conformance with District requirements and to protect the District from potential risk exposure and litigation; coordinate contracting activities with District departments, staff, counsel and contractors/vendors; validate final contract documents for completeness and all necessary approvals; approves contracts and agreements within designated authority.
- Assumes responsibility for developing, preparing, evaluating, reviewing and recommending formal and informal bid specifications and competitive bid packages for goods and services. Provide assistance to District administrators in preparing bid specifications and packages for purchases. Researches, proposes and implements operational procedures for bidding, including development, editing, and finalizing of specifications, advertising to vendors, reviewing and analyzing bids, documentation of bid activities, bid selections, and a variety of related matters including maintaining records and files; Conducts bid openings, analyzes bids or quotations received and prepares bid result reports for presentation to Board for award; recommends award of contracts or placement of purchase orders.
- Oversee the District warehousing operations including receiving, inventory, storage, disposal and distribution of equipment and supplies. Manage the District's warehouse function for receipt, issuance, storage and protection of all materials and equipment; establish warehousing and distribution standards and procedures. Administer efficient warehousing operations. Prioritize and facilitate disposal of District surplus property. Oversee the processing of claims with vendors for damaged materials, returns and exchanges; ensure timely and accurate credit of shortages, damaged or returned goods and other discrepancies. Develop procedures and guidelines to ensure assets are properly inventoried and recorded.
- Manage, plan, organize and administer districtwide mailroom, courier and print shop operations.
- Manage, oversee and serve as primary liaison with contracted food service and bookstore vendors; review, evaluate, negotiate vendor contracts and ensure compliance by vendors and District staff; obtain feedback on operations and seek ways to address and resolve concerns; attend a variety of districtwide meetings to represent the interests of the District and the vendors related to food service and bookstore operations.
- Coordinate and oversee the procurement, receipt, storage, and distribution of furniture, fixtures and equipment (FF&E); coordinate and oversees FF&E moves and related activities; implement program policies and guidelines regarding the acquisition of FF&E. Coordinates with stakeholders to establish districtwide standards for equipment, furniture, fixtures and product.
- Develop, organize, direct and oversee the District risk management process including risk identification and analysis, evaluating and recommending risk control and loss-prevention policies, procedures and strategies.
- Manage and participate in the development and implementation of goals, objectives, policies, and priorities for department operations; recommend and administer policies and procedures.
- Monitor and evaluate the efficiency and effectiveness of service delivery methods and procedures; recommend, within departmental policy, appropriate service and staffing levels.
- Plan, direct, coordinate, and review the work plan for assigned manager and staff, including temporary and student help; assigns work activities, projects, and programs; review and evaluate work products, methods, and procedures; meet with manager and staff to identify and resolve problems.
- Select, train, motivate, and evaluate assigned personnel; provide or coordinate staff training; work with employees to correct deficiencies; implement discipline and termination procedures.
- Communicate and provide technical expertise, guidance, training, advice and assistance to others regarding areas of assignment, such as automated purchasing, the contracting process and fixed asset program for operations and activities. Maintain current information on the applicable regulations affecting purchasing and disseminates such information to District staff.
- Develop, build and maintain positive working relationships with co-workers, District employees and the public striving for a high level of customer service. Foster an environment that embraces diversity, integrity, trust and respect. Seek ways to resolve a wide variety of problems while still enforcing established policies and procedures.
- Ensure timely and accurate preparation, processing, submittal and maintenance of a variety of records, documents, statistical and narrative reports, board agenda information, proposals, recommendations, and other materials related to purchasing; coordinate, develop, prepare and forward responses to assignments from Board of Trustees, President, Vice President and/or other Business Services Directors.
- Provide administrative support related to the District's insurance plans including certificates of insurance, student incident/injury, claim intake and policy review.
- Establish, implement and evaluate system for inventory control; maintain records for existing and new District equipment; plan and facilitate districtwide disposal of surplus property.
- Make recommendations for changes in vendors, contractors, quality of materials and other issues, based upon research, cost estimates, bidding processes, and other acquired data.
- Manage the District copier and leased equipment programs and related contracts.
- Monitor General Services department budgets and coordinates closely on budget matters with assigned accounting and budget staff.
- Evaluate the need for, designs and conducts purchasing training and college outreach.
- Review and analyze industry trends and practices, legislative activity, and technology innovations to ensure business processes meet all applicable laws and support operations at all levels.
- Serve as staff on a variety of boards, commissions, and committees; prepare and present reports and other necessary correspondence. Serve as primary contact for the District with local businesses interested in contracting opportunities; facilitate vendor outreach efforts.
- Provide responsible staff assistance to Business Services management team; conduct a variety of organizational studies, investigations, and operational studies; recommend modifications to assigned programs, policies, and procedures as appropriate.
- Attend and participate in professional group meetings; maintain awareness of new trends and developments in the field of procurement, purchasing and contracts; incorporate new developments as appropriate.
- Perform related duties as required.
Minimum Qualifications QUALIFICATIONS -
The following generally describes the knowledge and ability required to enter the job and/or be learned within a short period of time in order to successfully perform the assigned duties. Knowledge Of - Pertinent federal, state, and local laws; codes and regulations governing procurement and buying for a public education institution.
- Purchasing, cost analysis, and methodologies used in contracts and procurement. Purchasing program planning, implementation and evaluation.
- Oversight of vendor contracts such as bookstore and food service.
- Operations of multiple general services provided by an educational institution including mail distribution services, courier services, print shop services, warehouse, shipping and receiving practices.
- Principles and procedures of financial record keeping and retention.
- Principles and practices of program development and administration, contract negotiations and dispute resolution.
- Methods to successfully support individuals with varying backgrounds, which includes persons with disabilities, various gender identities, sexual orientation, individuals from historically underrepresented communities and other groups.
- Office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases.
- Advanced mathematical principles.
- Principles and practices of expense budget monitoring and administration. Methods and techniques of customer service.
- Principles of business letter writing and report preparation.
- Principles of supervision, training, and performance evaluation.
Ability to: - Oversee and participate in the management of various general services provided by the District. Oversee, direct, and coordinate the work of assigned staff.
- Select, supervise, train, and evaluate staff.
- Participate in the development and administration of departmental goals, objectives, and procedures. Exercise sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds of community college students, faculty, staff and the surrounding community.
- Apply an equity-minded framework to ensure programs, services and processes are designed and delivered to meet the varying needs of all constituent groups, build and maintain an effective and productive customer service team.
- Administer department budgets.
- Conduct technical research and analysis related to contract and procurement options. Prepare clear and concise administrative and financial reports.
- Analyze problems, identify alternative solutions, project consequences of proposed actions and implement recommendations in support of goals.
- Research, analyze, and evaluate new service delivery methods and techniques. Interpret and apply federal, state, and local policies, laws, and regulations.
- Operate office equipment including computers and supporting word processing, spreadsheet, and database applications.
- Communicate clearly and concisely, both orally and in writing.
- Establish and maintain effective working relationships with those contacted in the course of work.
Education and Experience Guidelines: Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be: - Education/Training: A Bachelor's degree from an accredited college or university with major course work in business administration or a closely related field.
- Experience: Four years of increasingly responsible experience in finance, administrative or general services including three years of administrative and supervisory responsibility. Public education or public agency purchasing experience preferred.
- License or Certificate: Possession of an appropriate, valid driver's license.
PHYSICAL DEMANDS AND WORKING ENVIRONMENT - The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions. - Environment: Work is performed primarily in a standard office setting.
- Physical: Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally walk, stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; and to verbally communicate to exchange information.
- Vision: See in the normal visual range with or without correction; vision sufficient to read computer screens and printed documents; and to operate assigned equipment.
- Hearing: Hear in the normal audio range with or without correction.
Supplemental Information
WHY SIERRA? - One of Aspen Institute's Top 150 Community Colleges in the nation
- The Accrediting Commission recognized Sierra "for its exemplary practice of providing personnel with opportunities for continued professional development in order to meet its mission." This includes providing students and employees with a robust set of programs, events, and conferences related to equity-mindedness and supporting the success of our students, etc.
- Public Employee's Retirement System (PERS)
- 18 paid holidays (including extended time off during the winter break)
- 22 accrued paid vacation days per year (vacation accrual increases over time)
- Competitive benefits package
- Flexible work schedules may be available
- Currently during summers, some employee groups participate in 4x10 schedules
- Qualifying Employer for Public Service Loan Forgiveness (in most cases)
Sierra College is a Community College located near Sacramento, California where a heavy emphasis is placed on academic excellence and student success. Since its founding in 1936, Sierra College has focused on quality instruction and meeting the evolving needs of the students and communities that it serves. The Sierra Community College District covers more than 3,200 square miles and serves the Northern California foothill counties of Placer and Nevada, as well as parts of El Dorado and Sacramento. We serve over 16,000 students throughout the region in both on-ground and online courses, including students at our main Rocklin Campus as well as at three centers located in Grass Valley, Tahoe/Truckee, and Roseville. Our District prides itself on academic excellence.
Sierra College has a strong commitment to the achievement of equity and inclusion among its faculty, staff, and students and values the rich, diverse backgrounds that make up the campus community. A strong candidate for this position must demonstrate a profound understanding of and experience with successfully supporting individuals with varying backgrounds. This includes persons with disabilities, various gender identities and sexual orientations, as well as individuals from historically underrepresented communities and other groups. Our District is committed to providing strategies for success and proactive student-centered practices and policies focused on eliminating equity gaps to ensure the District provides an inclusive educational and employment environment focused on strategies for success and equitable outcomes for all.
As an institution, Sierra College is committed to eliminating the equity gap in all student populations with dynamic, learner-centered practices and policies that fully engage the college community. The ideal candidate will share the College's commitment to helping its racially and socioeconomically diverse students succeed in their degree and career objectives. Currently, Sierra College enrolls 16,500 students per term, where approximately: 24% of Sierra College's students are Latin(o)(a)(x)(e), 3% are African-American, 2% are Filipino, 6% are Asian-American, 7% are multiracial and 55% are White.
The successful candidate will join a College dedicated to the use of culturally responsive strategies and methods that meet the varying needs of our students, faculty, staff, and surrounding community. Sierra College demonstrates its commitment to equity by supporting ongoing professional development for students, faculty, and staff. These opportunities include trainings and workshops on equity and inclusion, active Academic Senate standing committees concerned with student success and equity, a Presidential Equity Advisory Committee (PEAC), culturally responsive student engagement centers, support for our undocumented and AB540 students, campus-wide equity summits, a robust set of programs, events, and conferences related to equity-mindedness and supporting the success of our diverse students.
Need Help With Your Online Account? - Use the online Help Guide or contact the NEOED Applicants Support Line at 855-524-5627 if you need assistance with your online applicant account.
- Applicant Support is available between 6 a.m. and 5 p.m. Pacific Time, Monday through Friday.
Helpful Tip Please note that as described above a strong candidate for this position must demonstrate a profound understanding of and experience with successfully supporting individuals with varying backgrounds; and therefore, hiring committees assess candidates for these knowledge, skills, and abilities.
Applicants may want to consider incorporating culturally-inclusive/equity-minded strategies practiced and/or evidence of the responsiveness to and understanding of the racial, socioeconomic, and cultural diversity of community college student populations throughout their application materials (including application and documents uploaded, if any).
Please see the Sierra College website for additional helpful tips and tools for prospective applicants.
Travel expenses may be partially reimbursed for candidates traveling beyond a 150 mile radius for second round interviews. All other travel expenses will be borne by the candidate (if in person interviews). Terms And Conditions Of Employment Other terms and conditions of employment are specified in the applicable collective bargaining agreements on file in the District Human Resources Department. Position description of record on file in the Human Resources Department.
- Sierra Community College District currently operates campuses in Rocklin, Roseville, Truckee and Grass Valley. In its management of a multi-campus environment, the District reserves right of assignment including the right to change assignment locations and shift assignments based on District need. Although this position may currently reside at the Rocklin campus, the assignment location may be subject to change as needed. Additionally, the district reserves the right to cancel, revise or re-announce this position as well as any and all positions at any time.
EEO / TITLE IX EMPLOYER Sierra College is an equal employment opportunity employer committed to nondiscrimination and the achievement of diversity and equity among its faculty, staff, and students. Persons with inquiries about the application of Title IX and/or EEO may contact the Director of Diversity, EEO & Title IX (Title IX Coordinator) at the address below, at (916) 660-7006 or via email at
[email protected].
Persons with questions regarding reasonable accommodation of physical and other disabilities should contact the Sierra College Human Resources Department at (916) 660-7105.
If you have limitations hearing or speaking, the State of California offers a specially-trained Communications Assistant (CA) that can relay telephone conversations for all of your calls. Dial 711 to reach the California Relay Service (CRS). Dialing 711 is for everyone, not just those who have difficulty hearing on a standard phone. If you prefer having your calls immediately answered in your mode of communication, dial one of the toll-free modality and language-specific numbers below. The call will be routed to the CRS provider.
TTY/VCO/HCO to Voice English 1-800-735-2929
Spanish 1-800-855-3000
Voice to TTY/VCO/HCO English 1-800-735-2922
Spanish 1-800-855-3000
From or to Speech-to- Speech English & Spanish 1-800-854-7784
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