Primary Purpose:

Leads and performs competitive sourcing, contracting, purchasing, and vendor payment services for districtwide procurement needs. Provides support for school and department staff related to procurement and accounts payable systems. Answers inquiries from vendors and federal, state, and local agencies concerning District contracting and purchasing requirements and practices. Provides complex staff support for the department, including annual audit and reporting support. Ensures district compliance with established procurement policies and procedures, practices of generally accepted accounting principles, and Oregon Purchasing Law. Provides team coordination for procurement, purchasing, and payables functions.

Essential Responsibilities and Duties:

Procurement of Goods and Services

Closely works with Financial Services staff to support the District’s purchasing program, such as, but not limited to, the following:

• Administer the procurement process resulting in the acquisition of a variety of goods and services that fulfill the requirements of the District; may include construction and public improvement projects.
• Determine the appropriate method of solicitation in accordance with applicable laws and Board policies.
• Lead development of bid specifications, prepare bid documents, perform bid analysis, and make recommendations regarding purchases.
• Confer with District legal counsel to assure compliance with applicable laws and regulations.
• Analyze district expenditures and projections to obtain best possible price, considering all factors, for needed materials, supplies, and equipment; make price and quality comparisons and negotiate with vendors and suppliers; locate hard to find items on specific items.
• Develop and provide training to District staff on purchasing policy and procedures, including credit card usage, bidding requirements, and contract management.

Contract Management

Coordinates with team members to ensure accurate, complete, and timely processing of District contracts, such as, but not limited to, the following:

• Coordinate centralized processing of District contracts for goods and services, professional services, intergovernmental agreements, and other special procurements or agreements.
• Establish and manage central purchasing contracts (price agreements) for standard items and professional services as requested by the District.
• Confer with District legal counsel to assure compliance with applicable laws, regulations, and policies. Seek formal legal sufficiency review or other formal guidance when necessary to protect the interests of the District.
• Maintain a strong working knowledge of applicable federal, state, and District procurement and contracting laws, regulations, and policies. Provide guidance and assistance to District.
• staff related to compliance.
• Maintain templates for contracts and procurement in compliance with District policies and procedures, practices of generally accepted accounting principles, Oregon Purchasing Law, and requirements for contracts using federal funds.

Vendor Services Management

Coordinates with team members to ensure accurate, complete, and timely processing of vendor invoice processing and payments.

• Plan, organize, and coordinate centralized processing of requisitions, vendor invoices and payments.
• Evaluate requisitions and employee expense reimbursements for compliance with district, state, and federal procurement policies.
• Create and maintain vendor database and process requisitions and purchase orders.
• Maintain membership in cooperatives and purchasing groups as necessary for establishing competitive pricing and procurement terms.
• Coordinate and support vendor invoice processing; sort, classify, and code entries and transactions in accordance with established department procedures, accounting system, and verbal instructions.
• Ensure timely payment to vendors.
• Coordinate issuance of 1099 tax forms, and other required reporting for annual audit.
• Manage a comprehensive program to train district staff in purchasing and contract management to ensure the integrity of procurement system and access to accurate information.

Other Job Functions

• Provide technical support for user setup and configuration for financial software.
• Train staff and set work priorities, delegate to staff and monitor progress on assignments.
• Ensure internal control procedures and District policies are followed. Investigate discrepancies and propose revisions to internal control procedures as necessary to prevent recurrence.
• Maintain positive open lines of communication with all management, staff, and others to contribute to the smooth flow of information and efficient operation of the district.
• Communicate with Supervisor to identify business risks and resolve issues.
• Assist management in special projects and programs such as costing for contracting services and preparation of materials for negotiation proposals; research and develop preliminary analysis and recommendations.
• Maintains departmental and district records (e.g. original agreements and contracts) for the purpose of ensuring compliance with financial, legal and/or administrative requirements.
• Compiles research for annual review of self-operation vs. contracting out for assigned operational departments to assist with labor negotiations.
• Responds to public records requests.
• Assists in other functional areas in the division as necessary to cover relief coverage and maintain schedules.
• Attends meetings and performs other related duties as assigned.
• Maintains regular and prompt attendance.
• Perform other related duties as assigned.

Required Knowledge, Skills, and Abilities:

• Knowledge of procurement methods, practices and procedures, and governmental purchasing and contracting.
• Knowledge of Federal, State and local laws, codes and regulations pertaining to contracts
• Knowledge of principles of electronic commerce and automated purchasing systems.
• Knowledge of general accounting practices.
• Ability to independently organize and implement a comprehensive purchasing program.
• Ability to work effectively with little or no supervision.
• Ability to interpret and apply Federal, State and local policies, procedures, laws and regulations.
• Ability to effectively analyze problems, identify alternative solutions, project consequences of proposed actions, and implement recommendations in support of goals.
• Ability to analyze and evaluate operating methods, procedures and systems, and recommend process improvements.
• Skill to operate standard office and audio-visual equipment including use of computer applications, use of English in both written and verbal form, use correct spelling, grammar and punctuation.

Qualifications:

Education/Licensure Testing Required/Bonding:

Bachelor’s degree in business administration, legal studies, public policy, or a closely related field is required.

Possession of or ability to obtain professional certifications in the area of expertise.

Valid Driver’s License and evidence of insurability

Oregon Fingerprinting and Criminal Background Check clearance

Experience:

Three years of professional, progressively responsible experience in a position with similar duties. Experience in an educational, public agency or legal setting preferred, or any combination of education and experience which would provide the applicant with the desired skills, knowledge, and ability required to perform the job.

Must possess the education or training to perform and acquire knowledge of:

• State/Federal Procurement Law
• Knowledge of information system applications as related to financial operations
• Principles and practices analysis
• Generally Accepted Accounting Principles and Procedures (GAAP)

 Essential Skills:

• Highly developed research skills
• Utilize spreadsheet and database systems sufficient to perform assigned duties.
• Project a strong professional presence in appearance, actions and personal demeanor, and be a person who can inspire confidence with regard to District and Department policies, programs and services.
• Direct the work of others performing complex transactions and analysis.
• Recommend and implement changes in internal control procedures.
• Perform accounting transactions pursuant to GAAP.
• Prepare a variety of transaction reports and analyses.
• Work a flexible schedule including evening and weekend hours.
• Communicate clearly and concisely, both orally and in writing.
• Establish and maintain effective working relationships.
• Demonstrate leadership and management abilities.
• Perform the essential functions of the job.

Language and Mathematics

• Ability to read, analyze, and interpret state and federal statutes, regulations, and legal documents.
• Ability to respond professionally to common inquiries or complaints from customers, regulatory agencies, or members of the business community.
• Ability to effectively present information.
• Apply mathematical concepts such as fractions, percentages, ratios, and proportions to practical situations.

Reasoning

• Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
• Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

Mental Demands/Physical Demands/Environmental

Factors:

Tools/Equipment Used: Standard office equipment; personal computer and peripherals; calculator, multi-line phone system; copier; cellular phone

Posture: Prolonged sitting up to 8 hours, occasional bending/stooping, pushing/pulling, and twisting

Motion: Repetitive hand motions including frequent keyboarding and use of mouse; occasional reaching

Lifting: Limited lifting of objects weighing 15-25 pounds is required

Environment: Exposure to moderate noise level in office setting, occasional exposure to outside weather conditions

Physical: Reaching, handling, manual dexterity; mobility to work in typical office setting; frequent oral communications in work setting; frequent near and far visual acuity with or without visual accommodation to read printed materials and computer screen or other monitoring devices

Mental Demands: Work with frequent interruptions; maintain emotional control under stress, occasional work in the evenings is required.

EVALUATION

Performance of this job will be evaluated in accordance with the Reynolds Administrative Agreement and Board Policy

TERMS OF EMPLOYMENT

This is a 12-month position assigned to the Specialist III classification of the Reynolds Administrative Agreement salary schedule. Terms and conditions of employment are established by the Reynolds Administrative Agreement.

This job description is not intended to be and should not be construed as an all-inclusive list of responsibility, skill, or working conditions associated with the position. While it is intended to accurately reflect the position's activities and requirements, the Administration reserves the right to modify, and/or remove duties and assign duties as necessary that still reflect the essential functions of the department.

This document describes the general purpose and responsibilities assigned to this job and is not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.