Director of Purchasing

About the Role

Direct and manage the purchasing activities of the district, including planning, organizing, coordinating, and preparing bid specifications and procurement documents. Develop and implement purchasing procedures to ensure compliance with applicable state and federal laws and regulations governing school district purchasing. Serve as a resource to district staff in all purchasing-related issues.

Qualifications

Education/Certification:

• Bachelor’s degree in business or accounting preferred
• TASBO Certification preferred

Special Knowledge/Skills:

• Advanced knowledge of competitive bidding statutes and purchasing procedures
• Advanced knowledge of auditing and accounting principles
• Advanced knowledge of TEA required account coding
• Effective communication and interpersonal skills
• Knowledge of Tyler ERP (Munis) software preferred
• Proficiency with Microsoft Office programs such as Excel, Word, and PowerPoint

Experience:

• 5 years of professional purchasing experience, preferably in a school district

Responsibilities

Purchasing

• Administer procurement processes and contracts within established limits (e.g., prepare specifications, evaluate bids, recommend vendors, conduct meetings) to secure items and/or services within budget and in compliance with district criteria and state/federal purchasing rules.
• Analyze and award bids and/or proposals as authorized by district purchasing policies and procedures; make recommendations for award to the school board for review and approval.
• Oversee communication of award information to vendors and district personnel.
• Prepare agenda items for the school board in the appropriate format.
• Obtain and study comparative prices and quotations; make recommendations for purchasing decisions based on information obtained.
• Ensure compliance with all purchasing cooperatives and interlocal agreements; manage related communications, maintain files, and ensure fees are paid in a timely manner.
• Coordinate with construction, operation, and instructional personnel to open new schools, expand or remodel existing schools/departments, ensuring furnishings, equipment, and supplies are in place according to construction timelines and within budget.
• Evaluate products and services offered by existing and prospective vendors; counsel vendors on district procurement policies, performance requirements, and product expectations.
• Maintain knowledge of school board policy, administrative regulations, and legal requirements related to competitive bidding.
• Participate in organizations for purchasing professionals; gather and disseminate ideas and information with other professionals.
• Develop and maintain excellent working relationships with all departments and internal/external constituencies; promote the district’s reputation while conducting business ethically and professionally to avoid conflicts of interest.
• Assist in staff training, including orienting new users to the district’s financial software, presenting updates at meetings, troubleshooting purchasing processes, and serving as a resource to vendors during the competitive solicitation process.
• Administer and maintain vendor contracts, including award, renewals, and purchase orders.
• Develop and maintain vendor and bidder lists; approve additions.
• Review and approve all purchase orders; monitor requisitions for correctness of information, calculations, coding, etc.
• Review requisitions for commodity code usage, account code accuracy, fund availability, and compliance with purchasing policies.
• Monitor commodity code usage and compliance with purchasing policies.
• Maintain vendor listings and addresses by bid/proposal category for the annual bid process.
• Prepare and maintain approved vendor lists.
• Handle distribution of district credit cards.
• Develop and maintain a district calendar for bid/proposal timelines.
• Process fiscal year-end close-out of purchase orders.

Administration

• Work cooperatively with district personnel to determine purchasing specifications, sources, availability, pricing, shipping, and receiving.
• Compile, maintain, and file all physical and computerized reports, records, and other required documents, including auditable records.

Other

• Maintain confidentiality.
• Participate in professional development activities to stay current on rules, regulations, and practices.
• Perform other duties as required by the Supervisor and/or Superintendent.
• Follow district safety protocols and emergency procedures.
• Regular in-person attendance is required.

Supervisory Responsibilities

• Supervise the purchasing activities of all staff.

Working Conditions

• Work with frequent interruptions to meet established deadlines.
• Repetitive hand motions and prolonged use of a computer.
• Occasional district and statewide travel.

This document describes the general purpose and responsibilities assigned to this job and is not an exhaustive list of all responsibilities, duties, or skills that may be required.