Primary Purpose:
Assist in the purchasing activities of the District. Work under moderate supervision to assist with development and implementation of purchasing procedures to process bids and purchase orders. Monitor and ensure purchasing and contract policies and procedures are aligned with District policy and applicable state/federal laws and regulations. Assist to coordinate the distribution of supplies and equipment district wide.
Qualifications:
Education/Certification:
High School Diploma Required
Special Knowledge/Skills:
Knowledge of competitive bidding statutes and purchasing procedures.
Knowledge of auditing and accounting principles.
Effective communication and interpersonal skills.
Ability to work with numbers in an accurate and rapid manner.
Ability to interpret policy, procedures, and data.
Ability to use personal computer and software to develop spreadsheets, databases and produce required reports and documents.
Ability to understand budgets.
Experience:
Three years of public sector purchasing experience preferred.
Major Responsibilities and Duties:
Purchasing
- Assist requestors to purchase supplies and equipment for the District by competitive bids, competitive sealed proposals, requests for proposals, government catalog contracts, informal quotations, and negotiations following established District policy and State purchasing rules.
- Prepare bidding documents, including notice and instructions to bidders.
- Prepare and post advertisements for bids and proposals in the local paper and on the District’s website.
- Receive and assist to evaluate formal bids and proposals, prepare bid tabulations, evaluate market samples, check vendor references, and perform other tasks required to select best value for the District.
- Assist with making recommendations for the award of bids to the executive director of business services and, where required, for Board approval.
- Prepare agenda items and letters of recommendation for Board action when needed.
- Develop and maintain approved vendor and bidder lists.
- In Purchasing Coordinator’s absence, process approved requisitions to purchase order status. Print and distribute purchase orders to vendors and copies to requestor and accounts payable.
- Help facilitate sale and disposal of surplus district equipment and supplies.
Administration:
- Work cooperatively with District personnel to determine purchasing specifications, sources, availability, pricing, shipping, and delivery of goods and services.
- Provide training to campus and support staff to ensure knowledge and compliance with purchasing laws and District policies and procedures.
- Compile, maintain, and file all physical and computer records and purchasing documents in compliance with record retention guidelines and audit requirements.
- Demonstrate tact, courtesy and helpfulness in dealing with staff, students, parents, vendors, and visitors to the District.
- Limited travel to participate in meetings, in-service training, workshops, etc., for the purpose of conveying and/or gathering information required to perform job functions.
Working Conditions:
Mental Demands/Physical Demands/Environmental Factors:
Maintain emotional control under stress. Work occasional prolonged and irregular hours. Use computer on a prolonged basis.
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.
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