Chief Procurement Officer/Purchasing Agent (2764)

Classification: Confidential                                                                          Location: Administration

Reports to: Director Finance                                                                           FLSA Status: Exempt

Bargaining Unit: Financial Specialist (229 days 7.5 hours per day)

Salary from $48,000 subject to Education and Employment verifications

Position Summary

Directs and coordinates all aspects of the District's Procurement and works closely together with Accounts Payable and maintains the fixed assets. The position is supervised by the Assistant Director of Finance. Develops policies, procedures, and objectives for the district's purchasing program in accordance with state and federal procurement codes and guidelines and district policy. Acts as procurement officer for the district and conducts district wide management functions.

Supervision and Controls over the Work

Serves under the direction and guidance of the Assistant Director of Finance and is held responsible for results in terms of effectiveness of planning and administering assigned areas of responsibility and for achievement of program goals and objectives. The work of the CPO is guided by, and must follow federal and state law, policy direction of the School Board, compliance with state and local regulatory agents.

Duties and Responsibilities:

Duties include but are not limited to the following: Performs the following full range of duties with limited guidance and supervision to include, but not limited to:

1. Establishes and implements short- and long-range organizational goals, objectives, strategic plans, policies, and operating procedures; monitors and evaluates programmatic and operational effectiveness, and effects changes required for improvement.
2. Designs, establishes, and maintains an organizational structure to effectively accomplish the organization's goals and objectives; oversees training of district staff.
3. Oversees the overall operations of procurement.
4. Provides customer service to all departments and sites of the district.
5. Acts as negotiator between the district and vendors/suppliers on procurement contracts; keeps informed of all new developments relative to available resources; makes recommendations designed to reduce costs, update systems, and provide environmentally approved materials and services.
6. Reviews major procurement contracts; coordinates contract compliance, change orders, and problem resolution in conformance with contract law; consults with legal counsel as required.
7. Oversees the management of the district’s/finance Records Management related to procurement, and Surplus Property, and fixed assets.
8. Collaborates with Accounts Payable ensuring operational compliance with relevant district, state, and federal policies and regulations.
9. Recommends and participates in the development of district policies and procedures; may serve on district planning and policy-making committees.
10. Plans, develops, and implements strategies for generating resources and/or revenues for the organization.
11. Maintains the fixed asset data of the district.
12. This position will conduct district wide management functions.
13. Performs miscellaneous duties as assigned per District needs.

Minimum Job Qualifications:

• Associate degree or at least 4 years of experience related to the duties and responsibilities specified.
• Current CHIEF PROCUREMENT OFFICER license valid in New Mexico.

Knowledge, Skills and Abilities Required

• Must be able to maintain CPO license with the State of New Mexico.
• Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diverse community.
• Knowledge of contracting process and associated local, state, federal, and other regulations.
• Knowledge of accounts payable principles, procedures, and standards.
• Knowledge of School ERP PRO
• Ability to analyze and solve problems.
• Skill in examining and re-engineering operations and procedures, formulating policy, and developing and implementing new strategies and procedures.
• Knowledge of organizational structure, workflow, and operating procedures.
• Ability to train employees.
• Ability to foster a cooperative work environment.
• Employee development skills.
• Ability to assess contract compliance and product/service quality.
• Knowledge of financial/business analysis techniques.
• Knowledge of contract law.
• Ability to negotiate and manage contractual arrangements.
• Demonstrated success in maintaining an elevated level of confidentiality related to all Confidential Secretary functions.
• Strong understanding of “client-centered” support and the ability to establish effective working relationships at all levels of the organization.
• Proficient in Microsoft software; Word, PowerPoint, Excel, etc.
• Ability to work effectively in an environment with frequent interruptions, requiring the ability to concentrate and consistently produce accurate work while responding to interruptions and changing priorities.
• Ability to maintain confidentiality in all matters including protection of information related to the development of collective bargaining materials and personnel information.
• Ability to work both independently and cooperatively, exercise judgment and creativity, organize work, set priorities, and meet deadlines.
• Must have effective communication, computer, and interpersonal skills, have ability to learn and utilize new software programs as systems are upgraded.
• Ability to establish and maintain effective working relationships with students, staff, and the school community.
• Ability to speak clearly and concisely both in oral and written communication.
• Ability to perform duties with awareness of all district requirements and Board of Education policies.
• Experience in the field of accounting.
• Valid NM State Driver’s License.
• Ability to analyze purchasing requests/orders for compliance with institutional procedures and the New Mexico state procurement code.
• Ability to prepare bids, requests for quotes, and proposals in compliance with District business policies and the New Mexico procurement code.

Conditions of Employment

• Employees in this job title are subject to the terms and conditions of an employment contract. Employment contracts are subject to review and renewal on an annual basis.

Physical and Environmental Requirements

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

• While performing the duties of this job, the employee is frequently required to sit, lift, carry, move about, hear, and speak. Employees may be required to perform extensive work at a computer.
• The employee must occasionally lift and/or move up to 25 to 50 lbs.
• Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and the ability to adjust focus.

The information contained in this job description is for compliance with the American with Disabilities Act (A.D.A.) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.

Salary : $48,000