Director of Purchasing and Distribution

Primary Purpose: To direct the purchasing activities of the district in compliance with applicable rules and regulations; to administer, manage and guide the purchasing department and central warehouse; to administer textbooks in accordance with the laws of the state; to ensure that each division operates efficiently so that adequate materials and supplies will be available when needed by employees and students.

Major Responsibilities and Duties:

Instructional Management

1. Ensure efficient operations so that supplies, materials, and textbooks are available when they are needed by employees and students.

School/Organizational Climate

2. Meet and/or confer with other district administrators regarding purchasing requirements.

3. Meet and/or confer with superiors, school district officials, department heads and managers regarding department operations and activities.

Personnel Management

4. Supervise assigned staff including evaluating employee performance, providing counseling and guidance, and recommending disciplinary action when necessary.

5. Schedule and attend staff meetings, supervise the development and implementation of staff training and safety programs; ensure compliance with safety rules, regulations, and procedures relating to equipment operation and use of protective clothing and equipment.

Administration and Fiscal/Facilities Management

6. Plan, organize, and direct all purchasing, warehousing, property management, and textbook operations and activities; formulate and implement operating procedures and reporting systems; determine the overall effectiveness of operations and make modifications.

7. Supervise and assist in the development and implementation of short- and long-range goals and objectives, and in the development and implementation of departmental policies and procedures.

8. Develop and maintain the district’s bid management practices; supervise preparation of bid specifications; advertise for bids; set bid opening dates, secure bids, and recommend the award of bids in accordance with Board Policy and legal requirements. Maintain bid documentation in compliance with district policies and legal requirements.

9. Plan and direct all procurement in accordance with state law, and serve as the central purchasing agent for the district.

10. Maintain an awarded vendor list, and evaluate the capability of vendors/contractors that are available to provide services or sell products to the district.

11. Purchase goods and services at the lowest price possible, consistent with quality; handle the receipt and distribution of these goods and services; provide the necessary documentation to the finance department to facilitate payment.

12. Supervise the daily operations of the purchasing, central warehouse, and property management functional areas.

13. Schedule and attend staff and board meetings as required.

14. Ensure compliance with safety rules, regulations, and procedures relating to equipment operation and the use of protective clothing and equipment.

15. Supervise and participate in preparing the budgets for the Purchasing Department and Central Warehouse. Establish controls and monitor expenditure of same.

16. Participate in preparing/monitoring the budget for the IMA.

17. Prepare and evaluate bids for the procurement of district copiers; manage and ensure compliance with copier contract and efficiency thereof.

18. Coordinate the purchase, distribution of, and accounting for district cell phones and similar devices.

19. Coordinate the district’s purchasing card program and the monitoring of same.

20. Maintain the district’s contract renewal documentation and ensure operation of the electronic contract workflow system.

21. Serve as the District’s HB1295 contact person and assigned filer with the Texas Ethics Commission.

22. Ensure that purchasing, textbook, warehousing, and property management software modules are continually evaluated and used efficiently, effectively, and to their full capacity.

23. Ensure that requisitions and other transactions assigned are coded accurately, in accordance with the TEA’s uniform accountability system.

24. Research and guide the Executive Director of Purchasing & Distribution as required for decision-making.

Student Management

25. Supervise the Assistant Director's responsibilities for acquiring, inventorying, distributing, and maintaining the District’s textbooks.

Professional Growth and Development

26. Use information and insights provided through assessment instruments, district appraisal process, feedback from line supervisors, and professional development programs to improve performance.

27. Participate in professional organizations supporting effective purchasing operations and encourage staff regarding the same.

28. Provide leadership in addressing challenges facing the profession; pursue professional development activities; disseminate ideas and information to other professionals.

29. Observe professional and ethical standards of behavior in accordance with the Texas Education Agency Code of Ethics.

30. Attendance at work is an essential function.

31. Perform other duties as assigned by the Chief Financial Officer and/or Superintendent. School/Community Relations

32. Articulate the district’s mission to the community and solicit the community’s support in realizing the mission.

33. Demonstrate awareness of district/community needs and initiate activities to meet those identified needs.

Supervisory Responsibilities:

• Supervise and evaluate the performance of assigned personnel: Purchasing Department, Central Warehouse, textbooks, and property management

Minimum Experience:

• Five years of successful experience as a purchasing agent in a school district or equivalent experience in the private sector
• Extensive and progressively more responsible experience in purchasing and materials management, preferably in a school district or equivalent combination of education and experience that would provide the aforementioned knowledge, skill and ability
• Some principal experience required

Minimum Education/Certification:

• Bachelor’s degree from an accredited college or university or five years of work experience in purchasing or related field including supervisory responsibilities
• Texas Association of School Business Officials (TASBO) Certification preferred
• Valid Texas driver’s license
• Eligible for coverage under the District’s vehicle insurance program

Special Knowledge/Skills:

• Knowledge of Texas competitive bidding and purchasing regulations
• Knowledge and comprehensive experience with the requirements of the Education Department Administrative Regulations (EDGAR)
• Knowledge of state laws and regulations pertaining to the administration of district textbooks and the Instructional Materials Allotment (IMA)
• Knowledge of regulations governing management, disposition of, and accounting for district property
• Knowledge and management of distribution center operations
• Knowledge of encumbrance accounting system requirements and financial software

Working Conditions

Mental/Physical Demands/Environmental Factors:

Ability to concentrate (detailed work), communicate effectively (verbal and written); interpret policy, procedures, and data; reason, understand verbal instructions, analyze, differentiate, memorize, read, coordinate district functions, compile, compute, instruct, and maintain emotional control under stress.

Moderate lifting and carrying (15-44 pounds), sitting, standing, walking, climbing (stairs), stooping, kneeling, pushing, pulling, reaching above shoulders, repetitive hand motions, hearing, speech, visual acuity, driving (school vehicle), travel (frequent district-wide), temperature extremes, humidity extremes, slippery surfaces, sunlight exposure, outside/inside, unusual fatigue factors (workload demand); frequent, prolonged or irregular hours.

The above statements are intended to describe the general purpose and responsibilities assigned to this job and are not intended to represent an exhaustive list of all responsibilities, duties and skills required.