Pay Grade:                          AI

Position Control:                1140

Department:                        Business Services

Accountable To:                 Executive Director of Business Services

FLSA Status:                       Exempt

 

Creation/Revision Date:   June 18, 2019

 

Summary:

 

Under general direction, incumbent(s) administers the Purchasing Department to include developing and overseeing purchasing operations, supervising department staff, implementing and overseeing purchasing information systems, and collaborating with District staff on identifying needs and resolving problems. 

 

Essential Functions:

 

• Administers the Purchasing Department to include developing and overseeing the implementation of processes and procedures, evaluating department effectiveness, and ensures processes meet the needs of the District, Arizona Administrative Code, and other state and federal guidelines.

 

• Supervises purchasing support staff to include determining workloads, establishing work schedules, monitoring work performance, recommending new hires and terminations, conducting performance evaluations, performing training functions, providing professional development, maintaining personnel records, resolving staff conflicts, and interpreting and implementing policies and procedures. 

 

• Oversees, supervises, and directs the following departments and subdivisions to include development and implementation of processes and procedures, evaluating department effectiveness, and ensuring compliance with federal and state requirements:
• Materials Management Department
• Fixed Assets Management

 

• Determines method of procurement to be used for required competitive procurements.  Develops and implements the bidding and quote process by preparing specifications, bid documents and contracts, evaluating responses, monitoring contract status, training District staff, and making recommendations regarding all purchases and contracts in the District.  Coordinates with internal and external auditors to ensure compliance with state and federal laws and regulations and District policies.  Prepares files and reports for auditing purposes. 

 

• Manages the process for consistent monitoring of any possible conflict of interest related to employees or District leadership.. 

 

• Ensures District is in compliance with all Federal laws, State Statutes, District Governing Board policy, Uniform System of Financial Records, and Department of Education Procurement Rules.  Implements law and policy changes affecting procurement and other purchasing services.

 

• Collaborates and serves as liaison with District administration and staff, parents, outside agencies, vendors, and other stakeholders to ensure that needs, inquiries, and problems are identified regarding purchasing services.   

 

• Implements and oversees the purchasing information systems to include defining system requirements, training staff, troubleshooting purchasing software issues, interfacing between different programs, and maintaining system security.

 

 

• Administers the budget for the Purchasing Department.  Analyzes budget requests, oversees expenditures, reviews improvement requests, and prepares annual budget. 

 

• Researches and analyzes product types, volume usage, and current market trends. Makes recommendations for standardizing products for district use.   Ensures procurement is maximizing value and appropriate methods are used in procuring products.

 

• Performs other duties as required.

 

 

Required Qualifications:

 

To be eligible for this position, an applicant must meet the following required qualifications.  In addition, verification of these required qualifications is necessary.

 

• High School diploma or equivalent (G.E.D.) prior to being hired;
• Three years of supervisory experience;
• Five years of purchasing, buying, or related experience;
• Valid Arizona Department of Transportation Driver’s License.

 

Preferred Qualifications:

 

It is preferred that applicant possesses the following preferred qualifications; however, the following qualifications are not required to be eligible for this position.

 

• Bachelor’s degree in purchasing, supply management, or related field;

• Ten years of management in purchasing, supply chain, or related experience.

 

Knowledge and Skills Required:

 

To perform the job successfully, an individual must be able to perform each essential duty satisfactorily.  The qualifications for this job description are representative of the knowledge, skill, and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

 

Skills required, but not limited to, for this position include:

 

• Using computer software related programs;

• Knowing federal, state, and local laws governing procurement in an educational environment;

• Applying bid development procedures;

• Applying management theories and principles;
• Demonstrating supervisory techniques;
• Understanding theories and principles pertaining to purchasing;
• Knowing state and federal laws governing area of purchasing;
• Applying budgeting theories and principles;
• Reporting responsibilities to regulating agencies;
• Utilizing problem resolution techniques;
• Applying presentation techniques;
• Engaging and encouraging communication skills while interacting with supervisors, staff, students, etc. to exchange information.

 

Physical Requirements:

 

The physical requirements described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 

While performing the duties of this job, the employee is frequently required to stand; sit; use hands to finger, handle, or feel; and reach with hands and arms.  The employee is occasionally required to walk.  The employee must frequently lift and/or move up to 10 pounds.  Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and ability to adjust focus.

 

 

Working Conditions:

 

The working environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 

While performing the duties of this job, the employee is occasionally exposed to moving mechanical parts.  The noise level in the work environment is usually quiet.