Primary Purpose:

Purchase materials and equipment for the district following established district criteria and state purchasing rules for competitive bidding, informal quotations, and negotiations. This role is responsible for the purchase/rental of all goods, equipment, services, and construction to include quality assurance, contract monitoring, and vendor management/evaluation in support of the competitive procurement process governed by the Texas Education Agency and local procurement policies.

Education / Certification:

1. High school diploma or GED equivalent 

Experience / Other Requirements

1. 2 years’ experience in public sector purchasing preferred 

Special Knowledge / Skills:

1. Knowledge of procedures for purchasing and invoicing supplies and equipment
2. Ability to work with numbers in an accurate and rapid manner
3. Knowledge of formal bidding procedures
4. Ability to write clear bid specifications, test materials, and evaluations, and analyze vendor bids
5. Proficient in keyboarding and file maintenance 
6. Ability to deal effectively with vendor representatives
7. Ability to work as a member of a team to assist department staff
8. Ability to follow oral and written instructions with limited supervision
9. Demonstrates a high level of personal integrity, collaborative leadership and high ethics with visitors and district personnel by using effective communication skills and courtesy 

Major Responsibilities and Duties:

Purchasing 

1. Facilitate the procurement of goods and services by assisting campuses and departments in identifying and evaluating vendors and suppliers for quality, cost, and statutory compliance
2. Analyze bid quotations and make recommendations regarding awarding of contracts
3. Research available sources to obtain competitive quotations to solicit fair and reasonable pricing, terms and conditions to secure the lowest and/or “Best Value”
4. Compile and disseminate procurement related information, respond to routine/emergency customer inquiries and coordinate resolution to customer/vendor complaints
5. Interpret and enforce strict compliance with state/local/federal purchasing directives to monitor vendor compliance, responsiveness, and performance
6. Obtain the required approvals (Coordinator, Director) and intermediate approvals for all acquisitions based on approval dollar limits in accordance with policies and procedures
7. Encumber or de-obligates funding via automated requisition system for purchases
8. Validate procurement data using the automated purchasing systems, and on-line vendor ordering systems where applicable
9. Assist with processing department reports, and documents
10. Maintain and update related cost-savings data and supporting documentation
11. Serve as a liaison between Board approved vendors, purchasing cooperatives, and customers to facilitate the purchase of goods/services
12. Work with supplier representatives to ensure full understanding of bid requirements and to maintain awareness of product changes, price changes, or other information that could materially affect purchasing of items
13. Work with vendors regarding supply and equipment availability, invoices, purchase orders, and contracts
14. Work cooperatively with district personnel to determine specific requirements and assist in locating necessary goods and services
15. Test supplies and equipment offered by suppliers
16. Comply with state, district, and school regulations/policies and procedures, including but not limited to daily attendance, punctuality, and confidentiality

Clerical 

1. Prepare and maintain vendor and bidder lists
2. Prepare correspondence, forms, manuals, reports, purchase orders, and payment authorizations
3. Compile, maintain, and file all reports, records, and other documents as required 

Other 

1. Follow district safety protocols and emergency procedures
2. Perform other duties as assigned 

Supervisory Responsibilities:

None

Equipment Used:

Standard office equipment including personal computer and peripherals

Working Conditions:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting
2. Motion: Repetitive hand motions; prolonged keyboarding and use of mouse; occasional reaching
3. Lifting: Occasional light lifting and carrying (less than 15 pounds)
4. Environment: May work prolonged or irregular hours
5. Mental Demands: Work with frequent interruptions; maintain emotional control under stress