What are the responsibilities and job description for the Acquisition Specialist position at Dayton Public Schools?
Position: Acquisition Specialist
Reports To: Director of Purchasing
Salary Schedule / Grade: Refer to DSS Salary Schedule
F.L.S.A Status: Exempt
SUMMARY:
Performs administrative work in the sourcing and procurement of a variety of goods and services, maintenance repair and operating supplies, equipment, and professional services by managing internal and external customer relations, designing and managing significant reports for Key Performance Indicators, Diversity and Inclusion, and other procurement related initiatives.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
Assist with preparing specifications, agenda packages, and other exhibits that may be required.
Reviews bids response for conformity to bid requirements and to assist in determination of acceptable bids.
Manages administration of contracts, procurement documents, reports, KPIs, and other purchasing initiatives as required.
Consults and advises internal customers concerning procurement policies and procedures.
Assists in formulating and implementation of purchasing policies, programs, and procedures.
Maintains contract and contractor status and information databases. Communicates with internal customers, vendors and contractors as directed.
Prepares and manages Purchasing correspondence concerning bids, contracts, diversity inclusion and Public Information requests as necessary.
Plans and attends pre-bid meetings, bid openings and Community outreach events.
Serves as primary liaison to internal and external users in purchasing policy, procedures, and processes, including software systems i.e. FMS, bid and other online purchasing systems.
Interviews vendors to obtain information on new products, present and future availability of materials, supplies and cost factors.
Responsible for managing and resolving po changes, receiving issues and invoice discrepancies in the electronic system in a timely manner, and resolving other customer service inquiries as required.
Maintains budget and prepares purchase orders for the Purchasing Department.
Performs related duties as required.
KNOWLEDGE, SKILLS, AND ABILITIES:
Knowledge of governmental purchasing operations and a working knowledge of legal requirements regarding contracts, procurements terms, methods, laws, policies and procedures.
Comprehensive knowledge of technology and familiarity with online procurement solutions. Ability to adapt to new technologies and processes.
Ability to communicate effectively, both orally and in writing , and skill in the ability to negotiate fairly, effectively, and efficiently.
Ability to establish and maintain effective relationships with others, including DPS officials and employees and vendors.
Preferably public sector procurement expertise (preferably in local or state government).
Demonstrated substantial experience with the procurement of complex goods and services including construction and information technology procurements.
Management, interpersonal and problem-solving skills. Highest degree of personal and professional ethics.
Superior judgment, decision-making and analytical skills.
Excellent communication skills.
Ability to coordinate multiple tasks, meet deadlines, handle detailed work and maintain focus with frequent interruptions.
MINIMUM EDUCATION AND EXPERIENCE
Education and Experience:
Graduation from college with a bachelor's degree in business administration or related field plus 5 years extensive experience in governmental procurement and contracting, or the equivalent in education and experience to provide the knowledge, skills, and abilities listed above; or any combination of education and experience and training that provides the above noted knowledge, skill and abilities.
Working Conditions:
The selected candidate will be expected to work with little or no supervision for assigned tasks and projects. Work environment includes a high volume of time sensitive, and high visibility projects and initiatives. Purchasing employees must be able to maintain confidentiality of sensitive and proprietary information.