HARRISONBURG CITY PUBLIC SCHOOLS

JOB DESCRIPTION

POSITION SUMMARY:

The Procurement Specialist follows the Virginia Public Procurement Act (VPPA) as well as school board policy and purchasing guidelines to competitively procure goods and services for Harrisonburg City Public Schools.

QUALIFICATIONS:

1. Any combination of education and experience equivalent to an associates degree, supplemented by courses in business, mathematics and accounting with experience in general office work.
2. At least three years experience in an administrative support role.
3. General knowledge of clerical/accounting terminology, methods operations, practices and procedures as well as standard office procedures and practices.
4. Understanding of Virginia Procurement Act and annual report coding.
5. Holds or is willing to obtain a Certified Professional Public Buyer (CPPB) or Certified Public Procurement (CPP) certification within three years of employment.
6. Excellent written and verbal communication skills with proficiency in business English: spelling, grammar, and spoken language to express and/or exchange ideas as well as interact with diverse audiences.
7. Familiarity and understanding of working with individuals and families from diverse racial, ethnic, and socioeconomic backgrounds.
8. Ability to establish and follow detailed work procedures and perform mathematical computations with speed and accuracy.
9. Ability to schedule work load in order to meet deadlines on a weekly basis.
10. Proficiency in the use of a variety of office machines including computers with experience using Microsoft Office, email and information system applications.
11. Emotionally mature, objective, and sensitive to people and their concerns. Able to handle responsibility, work independently, and maintain collaborative working relationships with administration, co-workers, and the community. Respects the worth, dignity and individual differences of others.

ESSENTIAL FUNCTIONS:

1. Identify key suppliers, negotiate company purchasing agreements, and make sure materials and products meet company specifications.
2. Follow the Virginia Public Procurement Act (VPPA) and school board policies in preparing bids and request for proposals when procuring goods and services.
3. Use sole source and cooperative purchasing agreements when necessary and appropriate.
4. Work with departments throughout HCPS to initiate the RFP/ITB process when appropriate.
5. Reviews department invoice documentation to ensure compliance with the VPPA and school division policy and purchasing guidelines.
6. Researchers purchasing related issues and provides recommendations for improvement in the accounts payable processes.
7. Serves as a back up to the purchasing specialist.
8. Process purchase orders, receives and initiates payment of invoices, monitors appropriated account balances, bids, and processes maintenance department paperwork.
9. Edit request to purchase detail for complete information, proper coding of funds, and appropriate signed approval.
10. Maintain current database on bids, fixed assets, and maintenance agreements.
11. Assume responsibility for and participates in staff development (professional growth) and training to keep materials, supplies, and skills up-to-date.
12. Follow appropriate safety procedures and properly maintains equipment.
13. Respond to telephone, email and in-person requests, inquiries and questions in a professional, polite and responsive manner.
14. Demonstrate good attendance and punctuality.
15. Attend all required meetings.
16. Maintain confidentiality in all matters.
17. Model professional, moral, and ethical standards as well as personal integrity in all interactions, including non-discriminatory and cultural inclusion practices by respecting the worth, dignity and individual beliefs of others.
18. Complies with and supports school division policies, regulations and procedures.
19. Perform other duties as assigned by immediate supervisor and other building leadership.

PHYSICAL DEMANDS / WORK ENVIRONMENT:

Light work, lifting up to 25 pounds occasionally, and/or up to 10 pounds frequently. Regular travel throughout the office and effectively interacts with staff. Vocal communication is required for expressing or exchanging ideas by means of the spoken word; hearing is required to perceive information at normal spoken word levels; visual acuity is required for preparing and analyzing written or computer data, determining the accuracy and thoroughness of work, and observing general surroundings and activities; and subject to inside and outside environmental conditions. Regular contact with staff members is required. Not substantially exposed to adverse environmental conditions.

EVALUATION:

Performance will be evaluated in accordance with school board policy and administrative regulations on the evaluation of classified personnel.

The above is intended to describe the essential functions of and requirements for the performance of this position. It is not to be construed as an exhaustive statement of the duties, responsibilities and requirements of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions and meet the demands of this position.