The posting
Primary Purpose:
Coordinate and perform the district's purchasing functions to ensure the timely, efficient, and compliant procurement of goods and services. Serve as the district's primary purchasing resource; manage purchasing processes, bids and proposals, vendor records, purchase orders, contracts, and related documentation; and ensure compliance with district policies and applicable state and federal purchasing requirements.
Qualifications:
Education/Certification: High school diploma or GED
Special Knowledge/Skills:
? Knowledge of public-sector purchasing procedures, competitive procurement methods, and applicable purchasing requirements
? Knowledge of procedures for purchasing and invoicing supplies, equipment, and services
? Ability to interpret and apply district policies, procedures, bid requirements, contracts, and applicable laws and regulations
? Ability to prepare, organize, and maintain complex bid, proposal, contract, vendor, and purchasing documentation
? Ability to review purchase requisitions and purchase orders for accuracy, proper approvals, documentation, and compliance
? Ability to obtain and evaluate quotations and comparative pricing and resolve purchasing and vendor issues
? Ability to organize and prioritize multiple tasks while meeting established deadlines
? Ability to work independently, exercise sound judgment, and maintain a high degree of accuracy and attention to detail
? Proficiency in financial software, spreadsheets, databases, electronic document systems, and word processing
? Effective organizational, customer service, communication, and interpersonal skills
Experience:
3 years clerical and accounting experience
Major Responsibilities and Duties:
Purchasing
? Coordinate and perform the district's purchasing activities in accordance with established procedures and applicable state and federal requirements.
? Review purchase requisitions for accuracy, account coding, required documentation, approvals, purchasing method, and compliance before purchase orders are issued.
? Prepare and process purchase orders and assist district staff with purchasing procedures, documentation requirements, and resolution of requisition issues.
? Coordinate competitive procurement processes, including bids, competitive sealed proposals, requests for proposals, requests for qualifications, quotations, cooperative purchasing, and other authorized purchasing methods as applicable.
? Prepare purchasing solicitation documents, including notices, instructions, specifications, forms, timelines, and other required documentation.
? Coordinate solicitation advertising, vendor communications, receipt of responses, evaluation documentation, award recommendations, and related records in accordance with district procedures.
? Obtain and evaluate comparative prices and quotations and assist with purchasing recommendations based on price, best value, compliance, and district requirements.
? Maintain vendor and bidder records and assist with vendor setup, required forms, purchasing cooperative information, and other purchasing documentation.
? Serve as the primary district contact for purchasing-related vendor questions and resolve issues involving purchase orders, pricing, contracts, substitutions, cancellations, credits, and other procurement matters.
? Monitor purchase orders and purchasing activity for compliance with district policies and procedures, including unauthorized purchases, purchasing thresholds, and required competitive procurement.
? Maintain and monitor district contracts, bid awards, renewal dates, purchasing cooperative agreements, and other procurement records as assigned.
? Work cooperatively with administrators, principals, directors, campus and department staff to determine purchasing requirements and assist in locating appropriate goods and services.
? Provide training, guidance, and customer service to district personnel regarding purchasing procedures, requisitions, purchase orders, vendor requirements, bids, contracts, and related documentation.
? Identify recurring purchasing issues and recommend improvements to procedures, internal controls, forms, training, and workflow.
? Assist with year-end close, annual audit requests, purchasing reports, and other compliance documentation related to procurement activities.
? Compile, maintain, and retain physical and electronic purchasing records, reports, bids, contracts, vendor documents, and other records required for audit and records-retention purposes.
? Maintain confidentiality of financial, vendor, bid, and district information as appropriate.
? Follow district safety protocols and emergency procedures.
Supervisory Responsibilities:
None
Mental Demands/Physical Demands/Environmental Factors:
Tools/Equipment Used: Standard office equipment including personal computer and peripherals
Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting
Motion: Repetitive hand motions including frequent keyboarding and use of mouse; occasional reaching
Lifting: Occasional light lifting and carrying (less than 15 pounds)
Environment: May work prolonged or irregular hours
Mental Demands: Work with frequent interruptions; maintain emotional control under stress
This document describes the general purpose and responsibilities assigned to this job and is not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.
