Director of Purchasing

Position Type:
Administration

Date Posted:
8/26/2024

Location:
Central OfficeJob Title: Director of Purchasing Wage/Hour Status: Exempt
Reports to: Chief Financial Officer Pay Grade: Admin 4 Days: 226
Dept/School: Business Office Date Revised: 08/26/2024

Primary Purpose:

Direct and manage the purchasing activities of the district including the planning organizing, coordinating and preparing of bid specifications and procurement documents. Develop and implement purchasing procedures to ensure compliance with applicable state and federal laws and regulations governing school district purchasing. Serve as a resource to district staff in all purchasing related issues.

Qualifications:
Education/Certification:
Bachelor degree in business or accounting preferred
TASBO Certification preferred

Special Knowledge/Skills:
Advanced knowledge of competitive bidding statutes and purchasing procedures
Advanced knowledge of auditing and accounting principles
Advanced knowledge of TEA required account coding
Effective communication and interpersonal skills Knowledge of Tyler ERP (Munis) software preferred
Proficiency with Microsoft Office programs such as Excel, Word, and PowerPoint

Experience
5 years professional purchasing experience, preferable in a school district

Major Duties and Responsibilities: Purchasing

Administer procurement processes and contracts within established limits (e.g. prepare specifications, evaluate bids, recommend vendors, conduct meetings, etc.) for the purpose of securing items and/or services within budget and in compliance with established district criteria and state and federal purchasing rules.

Analyze and award bids and/or proposals as authorized by the district purchasing policies and procedures and make recommendations for award to the school board for their review and approval. Oversee communication of award information to vendors and district personnel.

Prepare agenda items to be presented to the school board in appropriate format.

Obtain and study comparative prices and quotations. Make recommendations for purchasing decisions based on information obtained.

Ensure compliance with all purchasing cooperatives and interlocal agreements, manage related communications, maintain related files, and ensure related fees are paid in a timely manner.

Coordinate with construction, operation, and instructional personnel to open new schools, to expand or remodel existing schools/departments for the purpose of ensuring that furnishings, equipment, supplies, etc. are in place in accordance with construction timelines and within budget.

Evaluate products and services offered by existing and prospective vendors. Counsel vendors as needed regarding district procurement policies and procedures, vendor performance requirements, and product performance expectations.

Maintain knowledge of school board policy, administrative regulations, and legal requirements related to competitive bidding.

Participate in organizations for purchasing professionals; gather and disseminate ideas and information with other professionals.

Develop and maintain excellent working relationships with all departments and internal and external constituencies through understanding their purpose and objectives. Promote and maintain the good name of the district while conducting business in an ethical and professional manner to ensure avoidance of all actual and potential conflicts of interest.

Assist in the training of staff including orientation of new users to the district's financial software, present any necessary updates or information at annual bookkeeper or other staff meetings, provide troubleshooting assistance related to any part of the purchasing process, and serve as a resource to vendors in the competitive solicitation process responding to any questions or requests for clarification.

Administer and maintain contracts with vendors, including contract award and renewals, and purchase orders.

Develop and maintain vendor and bidder lists and approve additions.

Review and approve all purchase orders and monitor all purchase requisitions to determine correctness of information, calculations, coding, etc.

Review requisitions for commodity codes usage and accuracy, account code accuracy, availability of funds, and compliance with purchasing policies.

Monitor commodity codes usage and compliance with purchasing policies.

Maintain vendor listings and addresses by bid/proposal category for annual bid process.

Prepare and maintain approved vendor lists.

Handle distribution of district credit cards.

Develop and maintain district calendar for bid/proposal timelines.

Process fiscal year end close-out of purchase orders

Administration

Work cooperatively with district personnel to determine purchasing specifications, sources, availability, pricing, shipping, and receiving.

Compile, maintain, and file all physical and computerized reports, records, and other documents required, including auditable records.

Other duties as assigned.

Supervisory Responsibilities:
Supervise the purchasing activities of all staff.

Equipment Used:
Copier, calculator, personal computer, printer, and shredder

Working Conditions:
Mental Demands/Physical Demands/Environmental Factors:
Work with frequent interruptions to meet established deadline. Repetitive hand motions and prolonged use of computer.
Occasional district and statewide travel.

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.