Description | Primary Purpose:
Direct and manage the purchasing activities of the district. Develop and implement purchasing procedures to process bids and purchase orders and ensure compliance with applicable state laws and regulations. Coordinate the distribution of supplies and equipment district wide.
Minimum Qualifications:
Education/Certification
High School diploma or GED equivalent (recognized by the Texas Education Agency or regional accrediting agency)
Bachelor’s Degree preferred
Certified Public Buyer Certification or equivalent
Technology literacy
Candidate must have satisfactory outcome of fingerprinting background check. Non-refundable fee (approximately $50.00) paid by employee.
Required Experience:
Three (3) years’ professional-level purchasing agent experience in public sector preferred
Knowledge/Skills:
Knowledge of competitive bidding statutes and purchasing procedures
Effective communication and interpersonal skills
Proficient skills in typing, keyboarding, and file maintenance
Ability to work with numbers in an accurate and rapid manner
Ability to use personal computer and software to develop spreadsheets, databases, and word processing
Major Responsibilities and Duties:
(The following statements describe the general purpose and responsibilities assigned and should not be construed as an exhaustive list of all responsibilities, skills, efforts, or working conditions that may be assigned or skills that may be required.)
Professionalism
The Educators' Code of Ethics is set forth in Texas Administrative Code to provide rules for standard practices and ethical conduct toward students, professional colleagues, school officials, parents, and members of the community.
- Rule §247.1 Purpose and Scope; Definitions
- Rule §247.2 Code of Ethics and Standard Practices for Texas Educators
Organization Management
The coordinator manages administrative, fiscal, and facilities functions responsibly through the following:
- Prepares competitive bids, competitive sealed proposals, requests for proposals, government catalog contract purchases, informal quotations, and negotiations following established district criteria and state purchasing rules.
- Prepares all bidding documents, including notice and instructions to bidders, specifications, and form of proposal.
- Receives and evaluates formal bids and make recommendations for the award of contracts to the Director of Finance for Board approval.
- Obtains and studies comparative prices and quotations and makes purchasing decision based on information obtained.
- Develops vendor and bidder list and approve additions.
- Approves purchase orders and monitor all purchase requisitions to determine correctness of information, calculations, coding, etc.
- Initiates contact with vendors to check on supply and equipment availability, invoices, purchase orders, and contracts.
- Acts as a liaison between vendors and district personnel, facilitating product pricing information, monitor contract performance and mediating dispute resolution.
- Monitors purchase orders and works with district personnel to make sure all purchase orders are received and closed within 90 days of entry.
- Sends new vendor information packets out to all prospective vendors who are interested in providing services to the district.
- Makes district personnel aware of the purchasing thresholds and communicates with them throughout the year of any changes.
- Analyzes requirements and identifies all items that will be needed to open new campus. Ensures that all items are received at the new campus and are available to district employees upon release.
- Keeps a district bid/proposal document identifying current bids/proposal contracts we currently have active.
- Ensures any extensions with current contracts are sent in a timely manner and approved by the vendor.
- Certifies that all bids/proposals are completely on time so there is not a time when the district is not covered by a service contract.
- Ensures the proper steps are taken to file all property damage claims with the insurance company and that all repairs are completed in a timely manner.
Data Management
The coordinator assists with fostering analytical and collaborative environment activities such as the following:
- Produces vendor reconciliation reports monthly to ensure that the District stays within the legal guidelines for spending and determines if an area of purchase needs to bided or quoted.
- Compiles, maintains, and files all physical and computerized reports, records, and other documents required, including auditable accounting records.
Communication and Community Relations
The coordinator promotes a positive tone for school or community relations through activities such as the following:
- Uses effective communication skills, both oral and written.
- Works cooperatively with district personnel to determine purchasing specifications, sources, availability, pricing, shipping, and receiving.
Professional Growth and Development
The coordinator provides leadership in professional growth and development through activities such as the following:
- Provides training and assistance to district personnel concerning purchasing processes and use of the District’s automated purchasing system.
- Keeps informed of and comply with state and district policies and regulations concerning primary job function through training and certification courses.
- Seeks and uses evaluative information for improvement of performance.
Qualities of Effective Purchasing Coordinator
The coordinator exhibits qualities such as the following:
- Daily attendance and punctuality at work are essential functions of the job.
- Complies with district and campus policies and procedures, as well as state and federal laws and regulations.
- Complies with the standards of conduct set out in Board Policy DH (Legal) and (Local) and with any other policies, regulations, and guidelines that impose duties, requirements, or standards.
- Demonstrates a high level of personal integrity, a collaborative leadership style, and high ethical standards.
- Maintains confidentiality.
Supervisory Responsibilities:
Supervision of assigned personnel.
Equipment:
Personal computer, printer, scanner, calculator, copier, shredder, fax machine, telephone, and other equipment applicable to the position.
Working Conditions:
Mental Demands/Physical Demands/Environmental Factors
- Works with frequent interruptions and maintain emotional control under stress.
- Occasional prolonged and irregular hours to complete projects.
- Frequent lifting, carrying, pushing, pulling, standing, stooping, and bending.
- Repetitive hand motions, prolonged sitting, and prolonged use of computer.
- Occasional district wide and statewide travel.
- Frequent exposure to: temperature extremes (hot and cold), humidity extremes, noise, low or intense illumination vibration. Occasional exposure to: biological hazards (communicable diseases, bacteria, insects, mold, fungi, etc.), work outside, work around moving objects or vehicles, work on uneven surfaces.
The foregoing statements describe the general purpose and responsibilities assigned to this job and are not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required. |