Senior Director of Purchases and Supply

Full-Time and Permanent; 7.5 Hours / Day; 252 Days / Year; 12 Months / Year; Grade O

DEFINITION

This is an executive managerial position that oversees the procurement and acquisition of materials, equipment, instructional materials, services and supplies for the school system and other agencies where the district acts as fiscal agent.

An employee in this class is responsible for planning and directing department activities, maintaining effective relations with the business community, coordinating the department’s programs and procedures with the operating requirements of schools and other departments, representing the department in management and policy meetings and in utilizing resources to achieve the department goals and objectives.

SUPERVISION

Designated as Purchasing Agent for the School Board and Superintendent. Duties are performed under general direction and supervision of the Chief Finance Officer.

The incumbent is responsible for planning and organizing work with a substantial degree of independence in setting priorities and exercising judgment and decision making in accomplishment of work, and following State Code and School Board policies.

Performance is generally reviewed in terms of conformance with school system policies, and accomplishment of departmental goal and objectives that support district-wide goals and objectives.

Plans, assigns, directs, reviews and evaluates the work of professional, technical, administrative and clerical employees.

DISTINGUISHING CHARACTERISTICS

Positions designated as department directors administer school division-wide, multi-faceted functions that have comprehensive responsibilities which impact most or all division constituencies.

ESSENTIAL FUNCTIONS OF THE CLASS (Performs a variety of duties itemized below.)

Plans, directs, reviews, evaluates, and manages the operations and activities of the Purchases and Supply Department and staff;

establishes priorities, sets goals and objectives; initiates new department and district-wide procurement practices and policies.

Evaluates work methods in all areas of responsibility to determine if more cost effective methods could be implemented and recommends change where appropriate.

Incumbent is expected to re-engineer or redesign internal procurement processes to leverage current technology in order to facilitate the acquisition of goods and services.

Acts as the functional owner of the purchasing and contracting areas of the division’s ERP system. As such, incumbent is responsible for related internal controls, business processes, security, interfaces and compliance issues.

Ensures all procurement activities (bids and proposals, contracts, purchase orders, etc.) are accomplished in accordance with applicable Federal Laws, Virginia Public Procurement Act, and School Board Policies / Regulations.

Oversees District’s Procurement Card program. Resolves contract disputes and discrepancies as they occur in the procurement process.

Designated the final administrative level on contract disputes prior to referral to the applicable judicial court.

Ensures the efficiency, effectiveness, and integrity of the procurement process including the solicitation of informal and formal bids and proposals;

negotiations with vendors; controlling financial commitments; the award, execution and administration of contracts.

Maximizes competition in the procurement of goods and services to the extent practicable to ensure that Norfolk Public Schools receives the best value for funds expended.

Ensures specifications are not inappropriately restrictive. Controls negotiations with suppliers.

Provides procurement technical assistance and support to all individuals in the school system, and other agencies where District acts as fiscal agent.

Coordinates purchasing efforts where practicable with national organizations (e.g., NIGP, NAEB, US Communities, AEPA), the Commonwealth of Virginia, City of Norfolk and other agencies or school districts to achieve the benefits of cooperative purchasing agreements.

Evaluates and recommends strategic sourcing and equipment / material life cycle alternatives, including the cost effectiveness of outsourcing services currently performed by in-house administrative and support staffs.

Oversees the acquisition and management of school textbooks to meet District educational requirements as outlined by the School Board and Chief Academic Officer.

Manages and oversees textbook inventory from initial acquisition to storage, distribution and recycling or other disposition.

Develops and maintains a customer focus for service operations.

Monitors and records the performance of the department using the district-wide accountability system and division ERP system.

Performs other duties as assigned, including special projects as assigned by the Chief Finance Officer, Superintendent, and the School Board.

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES

Comprehensive knowledge of federal, state, and local governmental procurement laws regulations, policies, and requirements.

Comprehensive knowledge and understanding of the principles, techniques, methods and practices of all aspects of procurement, including contract administration and e-procurement.

Ability to communicate effectively, orally, and in writing, and to establish and maintain effective working relationships with NPS officials, the School Board, City, State, and Federal officials, vendors, community groups and others involved in the procurement process.

Ability to plan, organize, direct, review and evaluate the work of professional, technical, administrative and clerical employees, and to initiate innovations and improvements in the procurement process.

Skill in negotiations with vendors and suppliers.

In depth knowledge of laws and regulations governing public procurement, and current trends in conventional and electronic procurement.

Experience in developing cost / benefit analyses as a means for evaluating strategic sourcing alternatives, total cost of ownership, and outsourcing proposals.

A working knowledge of performance measurement systems.

Excellent personal computer skills as well as a working knowledge and understanding of large organization financial and procurement systems, particularly ERP systems.

MINIMUM EDUCATION, TRAINING AND EXPERIENCE REQUIREMENTS

Bachelor’s degree in business administration (MBA desirable) or related field and considerable progressively more responsible experience in procurement, or any combination of education and experience which would provide the above noted knowledge, skill and ability.

Five to ten years successful experience in procurement management for a large corporation or government agency. School or university system procurement experience desired.

Five years supervisory experience minimum.

LICENSE / CERTIFICATION

Professional procurement management certification from a nationally recognized organization (e.g., NIGP CPPO, ISM CPM, NACM CPCM)

Valid state of Virginia driver’s license.

PHYSICAL ATTRIBUTES

Normal physical requirements for activities associated with an office environment.

HAZARDS

None, except those associated with an office environment.

UNUSUAL DEMANDS

Work is performed in an office subject to deadlines and frequent interruptions.