Assistant Director of Purchasing

Essential Functions

• Affords internal and external auditors requested information (e.g. purchasing procedures, contracts, purchase orders, requisitions, etc.) to provide information and general support.
• Authorizes purchase orders, contracts, and bids to ensure vendor compliance with regulatory requirements and established guidelines.
• Collaborates with internal and external personnel (e.g. other administrators, auditors, public agencies, community members, etc.) to implement and/or maintain services and programs.
• Contact vendors to verify information and/or respond to inquiries.
• Coordinates activities and functions (e.g. pre-bid conferences, vendor presentations, informational meetings with varied staff, etc.) to ensure best practices in procurement.
• Directs department operations; the maintenance of services and the implementation of new programs and/or processes (e.g. establishing assignments, overseeing purchasing functions, etc.) to provide services within established time frames and in compliance with related requirements.
• Evaluates requisitions, change orders, bids, etc. used in the acquisition of supplies, equipment, and/or services to ensure compliance with bid and/or order documentation ensuring proper use of district funds.
• Evaluates vendors and bids to determine their capability to meet state, district, and department requirements.
• Facilitates meetings, workshops, seminars, etc. to identify issues, develop recommendations, support other staff, and serve as a District representative.
• Initiates bidding process (e.g. prepare specifications, evaluate bids, recommend vendors, etc.) to secure items and/or services within budget and in compliance with regulatory requirements.
• Maintains documents, files, and records (e.g. Requests for Proposal, purchase orders, vendor files, etc.) to provide up-to-date reference and audit trail for compliance.
• Manages a wide variety of program components (e.g. mail, warehouse, inventory, delivery, online auction/excess property, etc.) to ensure district compliance with established guidelines.
• Manages purchase card processes, procedures, controls, and access to ensure district and individual compliance with established guidelines.
• Recommends limit adjustments for approval by the Director of Budget and/or Assistant Superintendent, Business Services.
• Maintains budget allocations, expenditures, fund balances, and related financial activities to ensure that allocations are accurate, revenues are recorded, expenses are within budget limits, and/or fiscal practices are followed.
• Maintains purchase orders, contracts, bids, and budgetary expenditures; expedites delivery to ensure accurate allocation of funds and comply with regulatory requirements and established guidelines.
• Negotiates with vendors to ensure purchases are within district requirements.
• Participates in meetings, conferences, workshops, etc. (e.g. state procurement regulations, school procurement laws, education classes, etc.) to understand the changes for updating and implementing district procurement procedures.
• Performs other related duties as assigned to ensure the efficient and effective functioning of the work unit.
• Performs personnel functions (e.g. interviewing, evaluating, supervising, training, etc.) to maintain adequate staffing, enhance productivity of personnel, and achieve objectives within budget.
• Prepares a variety of written materials to ensure compliance with code and policy (e.g. purchase orders, requisitions, change notices, bids, board reports, etc.) to document activities, analyze performance, provide written references, and/or convey information.
• Processes documents and materials (e.g. orders, receipts, deliveries, mail, invoices, warehouse orders, vendor files, etc.) to acquire resources to support district operation in compliance with established guidelines.
• Researches new products, laws, regulations, etc. to recommend purchases, and contracts and maintain district-wide services.

Experience

• 5 years purchasing.
• 2 years public purchasing.
• 2 years of management preferred.

Education

• Bachelor's degree in job-related area.

Certificates & Training

• CPM, CPSM, CPPO, CPPB, or Utah Buyer's Certificate preferred.