Manager, Purchasing (9674)

BASIC FUNCTION & RESPONSIBILITY: Direct and manage the purchasing activities of the district. Ensure compliance with applicable state and federal laws and regulations governing school district purchases of goods and services.

QUALIFICATIONS:

Education/Certification:

• High school diploma or GED
• Bachelor’s degree in business or accounting preferred
• Purchasing certification(s)
• TASBO certification preferred

Special Knowledge/Skills/Abilities:

• Knowledge of competitive bidding statutes and purchasing procedures
• Knowledge of accounting and auditing principles
• Proficiency skills in keyboarding and file maintenance
• Ability to work with numbers in an accurate and rapid manner
• Ability to use software to develop spreadsheets, databases, and do word processing
• Effective organizational, communication, and interpersonal skills

Experience:

• Three (3) years of professional-level purchasing agent experience in public sector

CHARACTERISTIC DUTIES & RESPONSIBILITIES: The essential functions, pursuant to the Americans with Disabilities Act, may include the characteristic duties, responsibilities, knowledge, skills, and abilities noted herein; however, this is not a comprehensive listing of all functions and tasks performed by positions found in this job description.

Purchasing:

• Oversee purchase of materials and equipment for the district by competitive bids, competitive sealed proposals, requests for proposals, government catalog contract purchases, informal quotations, and negotiations following established district criteria and in compliance with state purchasing rules and EDGAR.
• Oversee preparation of all bidding documents, including notice and instructions to bidders, specifications, and form of proposal.
• Evaluate formal bids and make recommendations for the awarding of contracts to the Director of Finance and Chief Financial Officer for school board approval.
• Obtain and evaluate comparative prices and quotations. Make purchasing decisions based on information obtained.
• Develop and maintain vendor and bidder lists, including approved additions and deletions.
• Grant final approval of purchase orders and monitor all purchase requisitions to ensure accuracy of information, calculations, and coding.
• Administer contracts and handle adjustments with suppliers, including replacement of material not conforming to specifications, cancellation of orders, and receipt of proper credit.
• Process Cooperative membership renewals.
• Submit monthly purchases to Cooperatives.
• Coordinate rebates for Cooperative, Purchases, and Amazon purchases.
• Create and submit District Legal notices to required newspapers.
• Provide training on an individual and District wide basis.
• Process purchase order change requests.
• Review and process the Credit Card authorization form for hotel travel.

Administration:

• Work cooperatively with district personnel to determine specific requirements and assist in locating necessary goods and services.
• Compile, maintain, and file all physical and computerized reports, records, and other documents required, including auditable accounting records.
• Prepare monthly Board Reports.
• Oversees and manages District Insurance programs, including proof of COI.
• Supervises and coordinates the District Credit Card program.
• Reviews compliance of the Copier & Printer Leases
• Collaborate with IT to establish and maintain Ecommerce Vendors.
• Maintains District Fleet records.
• Facilitate registration of all District Fleet.
• Oversees and manages the PaymentWorks vendor process and software
• Administers and controls the bid software, Beacon Bid, for all Procurement Bidding
• Collaborate with Accounting on 1099 process and vendor records

SUPERVISION EXERCISED: Purchasing Clerk

MENTAL DEMANDS/PHYSICAL DEMANDS/ENVIRONMENTAL FACTORS:

• Tools/Equipment Used: Standard office equipment, including computer and peripherals
• Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting
• Motion: Frequent repetitive hand motions; frequent keyboarding and use of mouse
• Lifting: Occasional light lifting and carrying (less than 15 pounds)
• Environment: Work is performed in an office setting; may require occasional irregular and/or prolonged hours
• Mental Demands: Maintain emotional control under stress; work with frequent interruptions

Salary : $280 - $436