Salary: $42.43 - $52.60 Hourly
Location : Gilroy Campus
Job Type: Full-Time
Job Number: 202500068
Department: Business Services
Opening Date: 07/18/2025
Closing Date: 8/8/2025 11:59 PM Pacific
Bargaining Unit: CSEA

Definition

Under general direction, facilitates and performs technical purchasing processes, including the procurement of services, supplies, and equipment in accordance with established policies and practices. Provides technical training to users on procedures and software. Prepares and evaluates solicitations such as bids, requests for proposals, and requests for qualifications for District projects and services, awards contracts, and purchase orders. Develops and maintains relationships with external vendors and serves as a resource to the college community. Maintains the integrity and equity of the public procurement process
Distinguishing Characteristics

This classification is distinguished from the Purchasing Agent by its higher-level responsibility for procurement strategy, regulatory compliance, and fiscal oversight. In addition to processing purchases, this position leads district-wide procurement initiatives, develops strategic sourcing plans, manages complex solicitations, and ensures adherence to public contracting laws and financial policies. Compared to the Purchasing Agent, this role takes a lead in construction procurement, high-value contract negotiations, regulatory research, and ERP system enhancements, requiring advanced expertise in public sector procurement, legal compliance, and risk management. Additionally, this position serves as a key advisor on procurement ethics, policy interpretation, and process improvements, ensuring alignment with district goals and state regulations.
Ideal Candidate:

The ideal candidate for this position is an equity-minded individual who understands the importance of holding ourselves accountable for closing equity gaps and engaging in equitable practices. Gavilan strives to attract candidates who view the elimination of inequities as an individual and collective responsibility and who can reframe inequities as a problem of practice.

The ideal candidate for the Procurement and Contracts Analyst position is a detailed-oriented professional with advanced expertise in public sector procurement, legal compliance, and risk management. They demonstrate sound judgment and a deep understanding of Public Contract Code, Education Code, and procurement principles that promote transparency and integrity throughout the procurement lifecycle.

The ideal candidate possesses the skill and expertise to lead complex competitive solicitations for wide range of purchases - including construction, facilities-related contracts, professional services, equipment, and supplies. They are adept at managing the contractual process including high-value negotiations in the best interest of the district; and handling the tactical aspects of procurement in an effective and efficient manner.

The ideal candidate thrives in a collaborative, fast-paced environment., communicates clearly and courteously with diverse stakeholders-internally and externally-and serves as a resource to departments, vendors, and leadership on procurement policy, ERP system, and purchasing best practices.
Essential Duties

The following duties are typical of those performed by employees in this job title; however, employees may perform other related duties, and not all duties listed are necessarily performed by each employee in the job title.

• Oversees and analyzes district-wide procurement activities, ensuring compliance, efficiency, and fiscal responsibility.

• Ensures compliance to project budgets and provides analysis of deviations.
• Monitors and analyzes project budgets to ensure alignment with financial policies and regulatory compliance.
• Performs research to determine legality and conformance of proposed contracts e.g. Public Contract Code, Education Code, Government Code, Labor Code, Contractor's State License Board, prevailing wage laws etc. and make recommendations.
• Reviews legal contracts for basic requirements and determines necessity of Board approval or ratification; monitors compliance to contract requirements ensuring all conditions are met before approval of invoices.
• Reviews vendor compliance with building codes, construction laws, and Public Contract Code, providing recommendations for adherence and best practices.
• Searches and verifies all piggyback contracts making sure they are compliant and usable by the District.
• Consults with users and outside external consultants to develop technical specifications and/or scopes of work for projects.
• Prepares documentation for competitive solicitations including public projects and requests for proposals
• Receives vendor proposals, conducts an initial review ensuring all documentation is included, advises management if a vendor is non-compliant and initiates communication disqualifying a vendor if needed.
• Prepares documentation for evaluation of proposals and coordinates the evaluation process with the project stakeholders.
• Performs reference checks on contractors/vendors recommended for award of contracts as required; checks debarment of awarded contractors/vendors on the DIR website; writes Notice of Awards to awarded contractors/vendors; registers awarded projects with the Department of industrial Relations (DIR).
• Responds to procurement-related requests for information (RFI) concerning district-wide contracts, agreements, and purchasing activities.
• Determines and develops appropriate sources of supplies and maintains contact with vendors to stay current with trends, technologies, products, and services.
• Maintains and reviews insurance certificates for procurement of services (e.g., general/professional liability, hazardous materials, workers' compensation).
• Prepares and processes purchasing forms including purchase orders, and professional services agreements. Obtains proper documentation to assign and track vendor numbers. Verifies budget codes and availability of funds.
• Resolves problems and issues arising from purchase of services, supplies, and equipment with internal and external clients.
• Establishes and updates records of all correspondence related to construction activity.
• Collaborates with Enterprise Resource Planning (ERP) system administrators to provide feedback, troubleshoot issues, and support system enhancements related to procurement functions.
• Assists in testing and documenting procurement processes within the ERP system.
• Acts as a resource for staff and the public regarding procurement policies and procedures.
• Offers expertise and support to district personnel on purchasing processes.
• Develops procurement-related documentation and provides guidance to district personnel on requisition and purchase order procedures as needed.
• Acts as a point of contact for district staff, vendors, contractors, and agencies regarding procurement policies and procedures.
• Assists in resolving procurement-related inquiries, bid solicitations, and contract matters in collaboration with stakeholders.
• Visits campuses for construction bid-walk with architects, contractors and engineers to ensure that vendors meet all regulations regarding project delivery regulations in accordance with Education Codes and Public Contract Codes.
• Facilitates pre-solicitation and solicitation conferences, evaluation committee meetings, and vendor presentations and demonstrations.
• Prepares a variety of correspondence, statistics, reports and documents; maintains a variety of files and records.
• Provides assistance to Vice President of Administrative Services to improve the purchasing business process and modify existing procedures.
• Assists with updating and maintaining the District Purchasing manual and other reference materials.
• Attends meetings and participates in committees as required.
• Performs other related duties as required

Minimum Qualifications, Education, and Experience

Knowledge of:

• Principles and practices of current purchasing methods, procedures, specifications preparation, contract administration, evaluations and awarding bids.
• Methods and techniques utilized in analyzing the quality of services, supplies, and equipment.
• Budget and revenue control.
• Basic web accessibility tools and document remediation.
• Relevant local, state, and federal rules and regulations, programs, policies and procedures, including Uniform Commercial Code, Education Code, Government Code, Public Contract Code, Civil Code.
• Applicable technology usage, including standard office productivity software and other appropriate technology, including purchasing software.
• Methods, procedures, and regulations used in Community College District purchasing operations.
• Sources of supplies, materials, and equipment used in a Community College District.
• Budget development, financial record keeping, and auditing principles and procedures.
• Automated purchasing systems and requisition systems.
• Knowledge and proficiency in the utilization of standard office productivity software programs (e.g., MS Word, Excel, Access, and PowerPoint), personal computers, and other standard office equipment.

Ability to:

• Interpret rules, regulations, and instructions
• Understand and apply business rules of operation for purchasing software and train other users.
• Analyze and understand legal contracts and forms.
• Collaborate productively and cooperatively with individuals and groups both internally and/or externally.
• Communicate effectively, both orally and in writing.
• Exercise appropriate judgement in interactions with others and with work processes.
• Interact with the public in a helpful, courteous, and professional manner.
• Demonstrate sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, and ethnic backgrounds of community college staff, faculty, and students.

ILLUSTRATIVE EDUCATION AND EXPERIENCE: A typical way to obtain the above knowledge and skill is a combination of educationand experience equivalent to:
Bachelor's degree in business administration, supply chain management, public administration, or a closely related field, and five (5) years of progressively responsible experience in procurement, contract management, or purchasing operations within a complex organization, preferably in a public agency.
Other Necessary Requirements:
Must possess and maintain a valid California driver's license.
Must be able to work outside of normal work hours for special events.
NON-DISCRIMINATION: Gavilan College is an equal opportunity/affirmative action/Title IX/Employer of Disabled, committed to hiring a diverse staff. All qualified individuals regardless of race, color, religion, sex, national origin, age, disability, military status, sexual orientation, or marital status are encouraged to apply. If you have a verifiable disability and require accommodation to complete an application, please contact the Human Resources Office at (408) 852-2823

APPLICATION PROCESS:

You can now apply online by clicking on the job title you are interested in and clicking on the "Apply" link! After viewing the Job Description, click the 'Apply' tab. If this is the first time you are applying using our online job application, you will need to create an account and select a Username and Password. After your account has been established, you can upload it from a saved document on your computer, or manually enter your personal information.

Online applications are stored on a secure site. Only authorized employees and hiring authorities have access to the information submitted.

It is important that your application show all the relevant education and experience you possess. Applications will be rejected if incomplete.

Please be aware, the District does not reimburse for expenses related to the recruitment process.

All applicants for faculty and academic administrators must meet the minimum qualifications for the discipline as specified in Minimum Qualifications for Faculty and Administrators in California Community Colleges, published by the Board of Governors of the California Community Colleges. All degrees and credits earned in fulfillment of minimum requirements must be from accredited institutions. Applicants who do not meet the minimum stated educational qualifications may apply for equivalency by submitting the Supplemental Application for Equivalency.

FOREIGN DEGREE HOLDERS

For positions requiring a degree, all foreign degree credentials must be evaluated by a third party to determine the equivalent U.S. degree and major, and the Foreign Credential Evaluation must be attached to your application before your application will be considered. Not attaching your Foreign Credential Evaluation will render your application incomplete. Evaluations should provide the name of the institution attended, a description of your credentials, the major field of study, and the U.S. equivalent for each credential. For a list of evaluating agencies, visit the State of California Commission on Teacher Credentialing. Note: Even if you obtained your graduate degree(s) in the U.S., you must attach a Foreign Credential Evaluation for your undergraduate degree if it was obtained outside the U.S.

For technical assistance, please contact NEOED's Applicant Support Line at 855-524-5627 or Email: [email protected] if your needing help with your online applicant account. Applicant Support is available between 6 a.m. and 5 p.m. Pacific Time, Monday through Friday.
The district provides an excellent benefits package for full-time employees. The benefit package includes medical, dental, and vision coverage for you and your eligible dependents and life insurance on your behalf in the amount of $50,000. The district also offers a Section 125 program that allows participation in pre-tax reimbursable medical and dependent care cost programs. Additionally, the district offers a 1% matching contribution to CalPERS 457 deferred compensation program to enhance your retirement options.

Part-time employees who work an average of 25 hours per week over the course of a year, may choose to receive benefits on a pro-rated basis.
01

Do you have a bachelor's degree in business administration, supply chain management, public administration, or a closely related field?

• Yes
• No

02

Do you have at least five (5) years of progressively responsible experience in procurement, contract management, or purchasing operations within a complex organization?

• Yes
• No

03

This position requires a valid California driver's license. Do you currently possess a valid California driver's license?

• Yes, I currently possess a valid California driver's license.
• No, but I am eligible to obtain one if offered the position.
• No, I do not possess a valid California driver's license.

04

This position requires the ability to work outside of normal work hours for special events. If selected for this position, are you able to work outside of normal work hours for special events?

• Yes
• No

05

Describe your commitment to diversity, inclusion, accessibility and anti-racism and how your experiences have prepared you to advance our District's and state's commitment to these values.
06

I have read and understand that all required attachments must be included with my online application and submitted by the close date and time in order to move forward in the recruitment process. I understand that I will be disqualified from the recruitment process if all required documents are not submitted (with this application) by the close date and time. I understand that if I attach a resume and/or cover letter in lieu of completing any portion of the application, my application is incomplete and will not be considered for this examination, and my application will not be further processed. This statement applies to all applicants, including current Gavilan College employees.I understand that if I submit more than one application, my newest application will be considered, and all others will be considered duplicates and will not be reviewed.I have read the above statements carefully and understand them to their fullest.

• Yes
• No

07

I understand that I must provide a working email address on my application where I will receive notifications regarding the status of my application and if selected for interview, I will be email notified to self-schedule my interview.

• Yes
• No

Required Question