Purchasing Supervisor

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.

Education/Certification:

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

• 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 Equal Level Marketplace is preferred.
• Proficient in Microsoft Word, Excel, and Power Point
• Maintain confidentiality and excellent public relations with individuals and entities
• Ability to adapt within an ever-changing environment

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

• 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…