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Purchasing Services Specialist, Facilities Services (7380U) - 31921
University of California Berkeley
Details
Posted: 03-Mar-22
Location: Berkeley, California
Type: Full-time
Salary: Open
Internal Number: 2893445
Purchasing Services Specialist, Facilities Services (7380U) - 31921
At the University of California, Berkeley, we are committed to creating a community that fosters equity of experience and opportunity, and ensures that students, faculty, and staff of all backgrounds feel safe, welcome and included. Our culture of openness, freedom and belonging make it a special place for students, faculty and staff.
The University of California, Berkeley, is one of the world's leading institutions of higher education, distinguished by its combination of internationally recognized academic and research excellence; the transformative opportunity it provides to a large and diverse student body; its public mission and commitment to equity and social justice; and its roots in the California experience, animated by such values as innovation, questioning the status quo, and respect for the environment and nature. Since its founding in 1868, Berkeley has fueled a perpetual renaissance, generating unparalleled intellectual, economic and social value in California, the United States and the world.
We are looking for equity-minded applicants who represent the full diversity of California and who demonstrate a sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds present in our community. When you join the team at Berkeley, you can expect to be part of an inclusive, innovative and equity-focused community that approaches higher education as a matter of social justice that requires broad collaboration among faculty, staff, students and community partners. In deciding whether to apply for a position at Berkeley, you are strongly encouraged to consider whether your values align with our Guiding Values and Principles, our Principles of Community, and our Strategic Plan.
Departmental Overview
Facilities Services strives to continuously improve the campus in partnership with all members of the University community to ensure that classrooms, laboratories, and offices support teaching, learning and research. Through the efforts of over 400 dedicated staff members, Facilities Services manages the asset management program custodial services, maintenance operations, engineering and technical services, environmental services, grounds operations, the Cal Zero Waste program, the Campus Building Department, and the campus utility systems, including the cogeneration plant. The scope of the Facilities Services reaches across campus and is closely connected to the activities of staff, building managers, other campus departments and campus leadership.
Application Review Date
The First Review Date for this job is: March 15, 2022.
Responsibilities
Prepares and Executes Complex Contract Documents along with Performing Bidding Cycle Activities
- Initiates, interprets and processes requests for construction contracts and related documents.
- Works with FS project managers to determine appropriate contract delivery method based on departmental needs.
- Reviews contracting trends and makes recommendations to Project Managers to reduce transactions and processing costs.
- Reviews alternates, unit prices, liquidated damages, insurance limits, contract time and addenda for inclusion in contract documents.
- Drafts standard contract language, validates sole-source justifications and assists in the development of counterproposals if needed.
- Schedules advertising to meet specific legal requirements.
- Assists with administering the Request for Proposal (RFP) process.
- Coordinates bidding schedules, prepares and processes addenda and change orders when needed.
- Issues documents , ensuring compliance with University procedures and best practices.
- Assists Business Manager in ensuring that bidding activities are in accordance with UCOP policies, the Facilities Manual and statutory requirements.
- Ensures that required bonds are in the correct form.
- Ensures that processes for contract bidding follow UCOP policies which are in accordance with statutory requirements.
- Prepares memoranda on behalf of the Associate Vice Chancellor of Facilities Services regarding bidding and contracts as required.
- Prepares occupancy and substantial completion certificates and records Notices of Completion.
- Enters and maintains relevant information into Maximo system.
Contractor Administration
- Identifies and investigates new contractors with a special emphasis on business outreach.
- Prepares monthly contractor usage reports and provides guidance to project managers concerning the use of contractors.
- Assists Contracts Manager in assuring rotation of contractors.
- Applies professional contract administration concepts to investigate, qualify and select contractor sources and bidders.
- When appropriate, assists the Contracts Manager in investigating and mediating departmental and contractor complaints, possible bidder protests and general grievances and exercises discretion in consulting with UC Legal to solve these issues.
- Enters and maintains relevant information into Maximo system.
Coordinates and Prepares Consulting Agreements
- Manages the processing, writing and amending of various Professional Service Agreements (PSAs) and Executive Design Professional Agreements (EDPAs).
- Works with project managers to initiate agreements, determine which method is the most appropriate, and monitors each agreement for compliance.
- Ensures that processes for consultant selection follow UCOP policies which are in accordance with statutory requirements.
- Processes authorizations for work and revisions against agreements.
- Establishes and maintains annual Professional Services applicant pool for PPDO along with investigating new applicants.
- Enters and maintains relevant information into Maximo system.
Monitors Labor Compliance
- Assists Business Manager in implementing compliance measures for projects funded by selected state bond acts.
- Responds to requests for public records in a timely manner as described by UC policy and applicable laws.
- Provides information to contractors and subcontractors as requested.
- Ensures that contractors are licensed and registered with the California State Department of Industrial Relations (DIR) at the time of bid opening.
- Registers required contracts with the DIR. Ensures labor compliance on larger projects by using tracking software.
- Enters and maintains relevant information into Maximo system.
Additional Responsibilities
- Ensures that financial processing functions, which include detailed data entry, chart-strings and account codes, vendor inquiries, are completed with accuracy.
- Applies a wide variety of internal and external policies and regulations to address a range of issues such as regulatory compliance, knowledge of tax implications in the creation of purchase orders, risk management and the organized implementation of a diverse range of financial services for the department.
- Trains staff and students on Maximo order entry and processes.
- Applies financial services concepts to resolve issues and prepares business process procedures and policy recommendations.
- Documents internal department policies and procedures.
- Assesses, recommends and implements changes as needed to ensure purchasing and financial processes maintain compliance with federal and state requirements and internal financial/audit policies.
Required Qualifications
- Thorough knowledge of internal departmental / unit operating policies, applicable state and federal regulations and general contract terms.
- Thorough knowledge and understanding of specific contracting assignments.
- Strong written, verbal and interpersonal communications skills; and ability to deal effectively with broad and diverse constituencies ensuring strong customer service orientation and skills.
- Strong organizational, presentation and negotiation skills.
- Strong listening and political acumen skills.
Education
- Bachelor's degree in related area and / or equivalent experience / training.
Preferred Qualifications
- Strong knowledge of or ability to learn the organization, including its infrastructure, goals, mission, rules, policies, guidelines, etc.
Salary & Benefits
This is an exempt, monthly paid position. Annual salary is commensurate with experience within the range of $69,200.00 - $101,500.00 (Grade 22).
For information on the comprehensive benefits package offered by the University visit:
https://ucnet.universityofcalifornia.edu/compensation-and-benefits/index.html
How to Apply
Please submit your cover letter and resume as a single attachment when applying. Please upload the document in the Resume section, then skip the (optional) Cover Letter upload section.
Conviction History Background
This is a designated position requiring fingerprinting and a background check due to the nature of the job responsibilities. Berkeley does hire people with conviction histories and reviews information received in the context of the job responsibilities. The University reserves the right to make employment contingent upon successful completion of the background check.
Equal Employment Opportunity
The University of California is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or protected veteran status. For more information about your rights as an applicant see:
https://www.eeoc.gov/sites/
For the complete University of California nondiscrimination and affirmative action policy see:
http://policy.ucop.edu/doc/4000376/NondiscrimAffirmAct
To apply, visit https://careerspub.universityofcalifornia.edu/psp/ucb/EMPLOYEE/HRMS/c/HRS_HRAM.HRS_APP_SCHJOB.GBL?Page=HRS_APP_JBPST&Action=U&FOCUS=Applicant&SiteId=21&JobOpeningId=31921&PostingSeq=1
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About University of California Berkeley
The University of California was chartered in 1868 and its flagship campus - envisioned as a "City of Learning" - was established at Berkeley, on San Francisco Bay. Today the world's premier public university and a wellspring of innovation, UC Berkeley occupies a 1,232 acre campus with a sylvan 178-acre central core. From this home its academic community makes key contributions to the economic and social well-being of the Bay Area, California, and the nation.
More Jobs from This Employer
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