PURCHASING SUPERVISOR na Ector County Independent School District

Job Title:  Purchasing Supervisor                                                         Wage/Hour Status:  Exempt

Reports to:  Director of Purchasing                                                       Pay Grade:  Admin Pay 3

Department/Campus:  Purchasing                                                        Days:  227

Supervises:      P-card Administrator, Contract Manager, Purchasing Clerk.

Primary Purpose:  Assist in coordinating and supervising purchasing activities of the district.  Ensure compliance with applicable local, state, and federal purchasing laws and regulations governing the school district’s purchases of goods and services.  Assists with the management and enforcement of contracts.

Qualifications:

Education/Certification:

• Bachelor’s degree from an accredited university in business, finance, accounting, related field
• Texas Association of School Business Officials (TASBO) certification preferred

Special Knowledge Skills:

• Knowledge of principles, procedures, and legal requirements of financial accounting, school district purchasing and contract management, including federal, state, and local competitive bidding statutes
• Knowledge of contract terms and legal requirements involved with contracts
• Effective communication, excellent customer service skills, and work well within a team
• Initiative to provide information in a way that maximizes productivity, efficiency, and cost effectiveness
• Experience utilizing relational database management systems (e.g., Enterprise Resource Planning (ERP) for requisitions, purchase orders, vendor management, account management, and electronic procurement systems)
• Knowledge and experience with Euna EqualLevel Marketplace is preferred.
• Proficient in Microsoft Word, Excel, and PowerPoint
• Maintain confidentiality and excellent public relations with individuals and entities
• Ability to adapt within an ever-changing environment

Experience:

• Three years’ purchasing, contract management, or related experience in a school district or public entity

Major Responsibilities and Duties:

• Assist purchasing staff with day-to-day operational needs
• Approve purchase orders and monitor all purchase requisitions to ensure accuracy of information, calculations, and budget coding
• Process requisitions in an effective and timely manner; ensure purchases are made in accordance with established policies and troubleshoot associated issues
• Work closely with campuses and departments to identify procurement needs as it pertains to specifications and scope of work used in the solicitation process
• Assist in processing executed contracts and ensure contracts are filed accordingly
• Assist in making sure all requisitions have backup attached including contract, RFP, quotes, price/cost analysis if needed, and/or supporting documents
• Assist in maintaining and ensuring the timely renewal of annual contracts, leases, and rental agreements
• Assist the Director of Purchasing in preparing and/or reviewing Board agenda items in an accurate and timely manner, ensuring contracts requiring Board approval are placed on the agenda and contain all required documentation and signatures.
• Assist in monitoring changes to state, federal and local purchasing laws, and update district procurement procedures to ensure compliance
• Assist in monitoring and identifying vendors and commodities approaching $50,000 threshold to ensure compliance with district criteria, and federal and state purchasing laws
• Follow established procedures to monitor compliance with federal grants rules and regulations
• Provide P-Card program support, including updating the manual and providing training
• Assist Travelers with day-to-day travel advancements and provide backup to travel office as it pertains to all travel needs
• Address vendor and end user questions regarding purchasing procedures, purchase order revisions, and contract compliance
• Assist with coordinating eProcurement activities through the district’s purchasing software, ERP software, and contracted vendors’ websites (punch-out systems)
• Assist with updating Purchasing Department guidelines, manuals, administrative guidelines, training materials and recommend changes to local policy; update the Purchasing Department website
• Perform cross-training duties
• Work closely with the Director of Purchasing to evolve procurement processes
• Occasional in-district travel; out-of-town travel may occur a few times a year
• Perform other duties as may be assigned

Supervisory Responsibilities:

• Supervise and evaluate the purchasing staff
• Strong communication skills
• Ability to multitask and prioritize
• Ability to follow instructions and plan work for others in the absence of the Director of Purchasing

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; frequent keyboarding and use of mouse; occasional reaching

Lifting: Occasional light lifting and carrying (less than 20 pounds)

Environment: May work prolonged or irregular hours

Mental Demands: Work with frequent interruptions; maintain emotional control at all times under stress

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.  I have read, understand and attest to the above description and funding relating to my daily activities.

Signature                                                                                              Date