Contract Specialist

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Company: Pasadena Area Community College District

Location: Pasadena, CA 91104

Description:

Salary : $6,433.44 - $7,092.87 Monthly
Location : Pasadena, CA
Job Type: Full-Time
Job Number: 06721
Department: Business & Administrative Services
Division: Purchasing & Contracts
Opening Date: 02/07/2025
Closing Date: 2/28/2025 11:59 PM Pacific
Probationary Period: Six months
Work Shift: Mon - Fri. 8:00 AM - 4:30 PM
Salary Schedule/Range: CFT-52

Bond-Funded Position: This role is funded by a bond through June 30, 2029. Please note that the continuation of this position beyond that date depends on the renewal of bond funding, which is not guaranteed.
Why Join Us?

At Pasadena City College, our Purchasing team plays a vital role in supporting academic and administrative functions by balancing legal requirements with the needs of our academic community. As the link between departments and vendors, we ensure timely access to the right products at the best value. Our team's dedication, skill, and professionalism enhance the college's mission every day. Join us to make a meaningful impact on education through effective procurement.

Compensation and Benefits
  • Salary: $6,433.44 - $7,092.87 Monthly
  • Generous Total Compensation: ~$132,707.30
  • 5% raise on successful completion of 6-month probationary period
  • CalPERS retirement plan
  • 20 Paid holidays
  • 12 Vacation Days

Under the general supervision of the Director of Purchasing and Contracts Administration, and in compliance with all applicable codes, policies, rules and regulations including public works and the Department of Industrial Relations (DIR), the Contract Specialist is responsible for the District's contractual acquisition process of goods, services, professional and maintenance services including planning, developing, coordinating, ensuring funding, conducting, negotiating, administering and effecting various bids, requests for proposals, and service contracts of intermediate monetary value. Performs related administrative and technical responsibilities including filing and updating records. The position is responsible for preparing and submitting contracts for execution, drafting, and submitting board agenda items for Board of Trustee's approval, and responding to inquiries from various regulatory agencies and potential bidders. The position will assist with the drafting/reviewing, negotiation and compliance of District's Consulting, Licensing, Affiliation, Internship and other types of agreements, including liabilities, insurance certificates, proposed terms and conditions to ensure the best interest of the District.

ESSENTIAL JOB DUTES:

  • Serves as the point of contact for bidding and contractual matters, and advises on pertinent codes, policies, regulations, policies and procedures.
  • Closes out bids, requests for proposals (RFPs) and contractual transactions.
  • Documents the acquisition cycle of formal/informal bids, RFPs, invitations for bids, and Public Works projects.
  • Serves as departmental contact for the development, review, and preparation of construction related bids, requests for qualifications, requests for proposals, requests for information, prequalification, invitations for bids, sole source justifications, contracts, and associated documentation for Facilities, construction and professional services projects.
  • Responds and files to governmental and regulatory agencies.
  • Ensures contract execution, close-out, extension, termination or renewal.


QUALIFICATIONS:

Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be:

  • A Bachelor's degree in Business Administration or closely related field; AND
  • Three years of increasingly responsible experience in material management, or purchasing, or contract administration, preferably in a community college district. Experience in a private industry or public agency involving direct experience with purchasing, contract administration; warehousing and delivery activities is acceptable.
  • Additional experience in contract administration and purchasing may be substituted for the required degree on a year for year basis.


PREFERRED:
  • Certified Purchasing Manager (CPM)
  • Certified Professional Contracts Manager (CPCM)
  • Certified Associate Contracts Manager (CACM)
  • Certified Public Procurement Officer (CPPO)
  • Certified Professional Public Buyer (CPPB).
  • Previous experience in public works

CORE COMPETENCIES:

  • Contract Management and Administration
  • Legal and Regulatory Compliance
  • Negotiation Skills
  • Procurement and Bidding Processes
  • Communication and Stakeholder Management
  • Attention to Detail and Accuracy
  • Risk Management and Compliance
  • Organizational and Time Management Skills
SALARY RANGE:

CFT - 52

For the complete job description click here:
APPLICATION AND SELECTION PROCESS

Pasadena City College (PCC) utilizes an online application process. Hard copy, e-mailed, or faxed resumes are not accepted. Job postings will not be reopened due to failure to submit an application before the closing date for any reason. You can apply for a position from any computer with Internet access. Please keep in mind the following:
  • If you do not follow the process or your application/resume is incomplete, your information will not be processed.
  • If you need to update any submitted information, you will need to reapply in full. When HR sees duplicate applications, we archive the oldest and the most recent application and materials are considered.
  • The selection advisory committee will review, evaluate, and consider applications and supporting materials received by the deadline. Meeting the minimum qualifications for a particular position does not assure the applicant an interview.
  • While the acceptance of the application packet is done through PCC's Applicant Tracking System (ATS), all hiring decisions are made by a hiring committee.
  • Once applications are submitted, they are final. Please carefully review your application and the documents which you are attaching to make sure that they are free from errors and complete. If you require assistance with your application, please refer to the application guide or you may contact NeoEd Customer Support at 855-524-5627. Customer Support is available Monday - Friday, 6 a.m. - 6 p.m. (PST).

All materials listed below may be required for your application packet to be considered complete:
  • Resume or Curriculum Vitae
  • Cover Letter

  • After a review of applications received, the District may require the completion and submission of supplemental documents prior to the interview process.

    ADDITIONAL INFORMATION
    • Successful applicants must provide proof of eligibility to work in the United States.
    • Successful completion of background check including Live Scan and Tuberculosis (TB) assessment/screening.
    • Pasadena Area Community College District will not sponsor any visa applications.
    • Applicants must be available for interviews at Pasadena City College at no cost to the District.
    • Applicants who have disabilities may request that accommodations be made in order to complete the selection process by contacting the Office of Human Resources directly at (626) 585-7388.
    • The Pasadena Area Community College District does not discriminate in the educational programs and activities operated by the District or in employment procedures and practices of the District. The Policies of Title IX as developed to date are available for inspection during normal business hours at the District office at 1570 E. Colorado Blvd., Pasadena, CA 91106.
    • Crime awareness and campus security information are available from Campus Police. (Public Law 101-542).
    • The Pasadena Area Community College District is an equal opportunity employer. The District encourages applications from underrepresented minorities and the disabled.
    • An applicant, who attempts to contact individual Board members or members of the screening committee with the intent of influencing the decision of the committee or the Board, will be disqualified. General inquiries regarding the position and/or District employment should be directed to the Office of Human Resources.

    PASADENA AREA COMMUNITY COLLEGE DISTRICT
    Equal Opportunity, Title IX, Section 504 Employer
    At Pasadena City College, we value your contributions to our success and want to provide you with a benefit package that protects your health and helps your financial security now and in the future. Pasadena City College provides Medical, Dental, Vision, Basic Life, Basic Accidental Death and Dismemberment and Long-Term Disability insurance at no cost to the employee or eligible dependents.

    MEDICAL: Employer-paid premium. Employee has the option of electing between PPO plans and HMO plans.
    DENTAL: Employer-paid premium. Employee has the option of electing between a PPO plan and HMO plan.
    VISION: Employer-paid premium. Vision benefit is contingent upon am employee's medical plan selection.
    BASIC EMPLOYEE LIFE INSURANCE: Employer-paid premium for a $50,000 life insurance policy. If employee is age 70 or older, the life insurance policy is reduced to $25,000.
    BASIC SPOUSE/ REGISTERED DOMESTIC PARTNER LIFE INSURANCE: Employer-paid premium for a $1,500 policy. Benefit terminates when the employee reaches 70.
    BASIC DEPENDENT LIFE INSURANCE: Employer-paid premium for a $1,500 policy.
    BASIC ACCIDENTAL DEATH & DISMEMBERMENT: Employer-paid premium for a $1,500 policy.
    LONG-TERM DISABILITY (LTD): Employer-paid benefit pays 66.67% of your monthly salary (up to $3,000) monthly starting 140 days after you are out of work and continuing up to age 65 if the disability occurs at age 59 or before 5 years if the disability occurs at age 60 to 64 up to age 70 if the disability occurs at age 65 to 69 1 year if the disability occurs at age 70 or after.
    MISCELLANEOUS RETIREMENT: Pasadena City College has two retirement formulas through the California Public Employees' Retirement System (CalPERS). The employer contribution rate is 26.68%.
    • (Classic Member - Formula 2% @ 55): If you became a member prior to January 1, 2013, but you permanently separate from employment and return to membership after a break in service of more than six months, you are subject to the retirement formula in place on January 1, 2013, for any service credit earned after that date. This does not apply if you return to the same employer. The same employer does not necessarily mean the employer you last worked. As of July 1, 2020, the employee contribution is seven (7%) percent.
    • (PEPRA New Member - Formula 2% @ 62): Applicable to employees who work directly for the Los Angeles County Superintendent of Schools hired on or after the implementation of the Public Employees' Pension Reform Act of 2013 (PEPRA) which took effect January 1, 2013. As of July 1, 2022, the employee contribution is 8.00% and subject to change annually.
    A new member is defined as any of the following:
    1. A new hire who enters CalPERS membership for the first time on or after January 1, 2013, and who has no prior membership in any California Public Retirement System.
    2. A new hire who enters CalPERS membership for the first time on or after January 1, 2013, and who was a member with another California Public Retirement System prior to that date, but who is not subject to reciprocity upon joining CalPERS.
    3. A member who first established CalPERS membership prior to January 1, 2013, and who is rehired by a different CalPERS agency after a break in service of greater than six (6) months.
    CalPERS refers to all members that do not fit within the definition of a new member as "classic members".
    Contribution rates are subject to change based on the Los Angele County Office of Education annual actuarial valuation.
    Note: This summary is for general information purposes only. Additional questions regarding retirement formulas can be sent to or by calling the Benefits Office at (626) 585-7503,
    If you have prior service credit with another CalPERS agency or within agencies, please contact CalPERS at (888) 225-7377 to determine which retirement tier would be applicable to you. CalPERS is governed by the Public Employees' Retirement Law. The Retirement Law is complex and subject to change. If there's any conflict between this summary and the law, the law will prevail over this summary.
    COMPUTER LOAN PROGRAM: The College provides an interest-free loan to employees for the purchase of computer hardware or software. The maximum amount of the loan is $4,000. Eligible employees must have been employed by the College for one year and must be eligible to receive health and welfare benefits.
    EMPLOYEE ASSISTANCE PROGRAMS: Two employee assistance programs that are free and available 24/7. Both programs are a counseling referral and provide confidential counseling help regarding marital discord, family problems, job-related stress, travel, funeral planning.
    HOLIDAYS: 19 paid holidays per fiscal year + 1 floating holiday (if hired by September 9th of each fiscal year)
    VACATION: Annual Vacation Earnings Rate: Full-time employees who are covered by this Agreement,
    and who are in paid status for eleven (11) or more days in each relevant calendar month,
    shall earn vacation as follows:Years of ServiceVacation AccrualMaximum Days for Assignment
    Start ofEnd Of
    10 Months11 Months12 Months
    1st year3rd year1 day/ month101112
    4th year6th year1 days/month12 13 15
    7th year10th year1 days/month1516 18
    11th year +
    1 days/month17 1/219 1/421
    If an assignment is less than 100 percent, vacation is earned at the same rate, prorated to the percentage of the assignment.

    SICK LEAVE: Employees are granted 12 days of sick leave.
    Sick leave is advanced for all employees on July 1 each year. All unused sick leave accumulates from year to year. If an employee worked for another California community college district or county school, he/she may be entitled to transfer the earned sick leave.
    The Human Resources office will send the necessary forms to the sending institution once they are informed that sick leave days are available for transfer.

    BEREAVEMENT LEAVE: Employees are eligible for a paid leave of absence for a death in the immediate family or the immediate household. The allowed leave may not exceed three (3) working days or five (5) working days if travel of over three hundred (300) miles is required. Employees must provide such proof of eligibility for bereavement leave benefits as may be required by the District. The immediate family includes the employee's spouse, domestic partner, son, daughter, father, mother, brother, sister, father-in-law, mother-in-law, grandparents, grandchildren of the employee or the spouse/domestic partner of the employee, son-in-law, daughter-in-law, or any relative living in the immediate household of the employee as defined in Part II. A. 1. or any other person for whom the employee is legally responsible. Up to one (1) day's paid leave may be granted for an employee to make funeral arrangements and/or to attend the funeral of relatives not listed above. Up to one-half (1/2) day's paid leave may be granted for an employee to attend the funeral of a friend. Paid bereavement leave is not available during unscheduled hours or days of employment, during an unpaid leave of absence, or during the unpaid period of the year for those employees on a ten- (10) month or eleven (11) month assignment.
    INDIVIDUAL POLICIES: Additional Insurance policies are available such as short-term disability, hospital confinement indemnity, sickness indemnity, cancer, accident, and lump sum critical illness.
    IRC Section 125: A cafeteria plan available to all employees that allow pre-tax money to pay for qualified medical and dental expenses and child care.
    TAX-SHELTERED ACCOUNT: Employees (along with their immediate family members) are eligible to become members. 457(b) deferred compensation plans available, 403 (b) TSA plans, and Roth 403(b) plans.
    VOLUNTARY PET INSURANCES: Employee has the option in signing up for a PPO plan or HMO plan
    VOLUNTARY LIFE INSURANCE: Plan is available for employee to purchase.
    VOLUNTARY ACCIDENTAL DEATH & DISMEMBERMENT: Plan is available for employee to purchase.
    OTHER: There may be other benefit provisions as specified in the contract. Please contact the recruiter listed on the job posting directly for more information.
    01

    All applicants are required to submit responses to the following supplemental questions. Your responses will provide information about your background and experience related to this position and will be used in the screening and selection process.Be concise yet specific and informative in your responses to these supplemental questions. "See resume," attachments or links will not be accepted as a substitute for your responses to the questions in the following boxes. Incomplete responses will not be considered. Please indicate below that you have read and understand these instructions.
    • Yes
    • No

    02

    I understand that my application will be considered incomplete if any required sections of the application are not completed and/or if any documents that are required are not attached to my online application by the closing date.
    • Yes
    • No

    03

    I have completed all sections of the application including references. (Statements such as "see resume" will not be acceptable.)
    • Yes
    • No

    04

    Please specify your highest level of education from an accredited university in a related discipline.
    • High School or equivalent (GED)
    • Associate's Degree
    • Bachelor's Degree
    • Master's Degree
    • Juris Doctor
    • Doctorate Degree
    • Not Applicable, more than 7 years experience

    05

    Please indicate the field in which you have earned your degree in:
    06

    Indicate the number of years working with material management, or purchasing, or contract administration, preferably in a community college district. Experience in a private industry or public agency involving direct experience with purchasing, contract administration; warehousing and delivery activities is acceptable.
    • No Experience
    • 1 Year
    • 2 Years
    • 3 Years
    • 4 Years
    • 5 Years or more

    07

    Indicate where you have worked to obtain experience working with material management, or purchasing, or contract administration, preferably in a community college district. Experience in a private industry or public agency involving direct experience with purchasing, contract administration; warehousing and delivery activities is acceptable. What was the time frame, what was the employer's name and describe the responsibilities performed. This section is required.
    08

    How many years of experience do you have working in public works?
    • 1
    • 2
    • 3
    • 4
    • +5

    09

    Please indicate where you have received experience working in public works.Please list the employer name, time frame, and duties performed.
    10

    Are you a Certified Purchasing Manager (CPM)?
    • Yes
    • No

    11

    Are you a Certified Professional Contracts Manager (CPCM)?
    • Yes
    • No

    12

    Are you a Certified Associate Contracts Manager (CACM)
    • Yes
    • No

    13

    Are you a Certified Public Procurement Officer (CPPO)?
    • Yes
    • No

    14

    Are you a Certified Professional Public Buyer (CPPB)?
    • Yes
    • No

    Required Question

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