Assistant Director of Purchasing (24-25 SY) - Purchasing

IRVING INDEPENDENT SCHOOL DISTRICT

JOB DESCRIPTION

JOB TITLE : ASSISTANT DIRECTOR OF PURCHASING

WAGE / HOUR STATUS : Exempt

FUNDING SOURCE : Local

REPORTS TO : Director of Purchasing

PAY GRADE : Admin / Prof 04 (230 Days)

DEPARTMENT : Purchasing

DATE REVISED : November 4, 2021

A Letter of Assurance will be issued for this position.

PRIMARY PURPOSE : To Assist in the coordination and management of the daily activities and assignments of the Purchasing Department, its Staff.

Facilitate the purchase and acquisition of products and services to meet the needs of campuses and departments in compliance with TEA regulations, Federal Procurement rules, and Local District Policy.

Provide training and guidance to user departments and campuses in all facets of the Purchasing function.

QUALIFICATIONS :

Minimum Education / Certification :

Bachelor's Degree in Business, Finance, Supply Chain or related required

TASBO Certification preferred

Special Knowledge / Skills :

• Working Knowledge of State and Federal Procurement Regulations, including formal public procurement procedures
• Experience facilitating competitive procurements (Request for Proposals, Quotes, )
• Knowledge and Experience with Financial Systems (Tyler / Munis preferred)
• Ability to use computer for purchasing, word processing, spreadsheet, and web mastering applications
• Experience with various public procurement methods and documentation
• Experience and Ability to supervise Buyers
• Ability to deal effectively with vendor representatives
• Ability to deal effectively with vendors and resolve vendor conflict
• Effective communications and interpersonal skills
• Ability to work with numbers in an accurate and rapid manner
• Ability to effectively communicate with upper management and other administrators and directors and providing technical and procurement assistance
• Experience maintaining accurate documents, records, bid files, and contract files
• Ability to speak to groups for training purposes
• Ability to develop training materials and train internal and external staff in purchasing matters

Minimum Experience :

At least five (5) years of purchasing experience, preferably within the Texas public school sector or other Texas government purchasing required.

MAJOR RESPONSIBILITIES AND DUTIES :

Assists the purchasing director by :

• Act as support to the Director of Purchasing on duties related to the purchasing of items and goods for the District.
• Assist in purchasing the necessary equipment, materials, and services to facilitate instruction in the
• Assist campus and department personnel in writing of specifications to ensure that quality, functional merchandise is requested and purchased
• Ensure that purchasing operations are supportive of the instructional goals of the District and the attainment of campus performance
• Coordinate and facilitate various Technology Purchases (Hardware, Software, Other Te3chnology Services)
• Review contracts and agreements for compliance with District terms and conditions
• Review purchase requests and recommend appropriate procurement
• Coordinates approvals of purchase orders and service contracts, including bid specifications and tabulations
• Evaluate Vendor
• Coordinate maintenance and updates of vendor
• Manage vendor database and self service and other similar vendor
• Supervise Buyers, Paraprofessional and Auxiliary staff as assigned. Review buyer assignments, advise buyers, train buyers
• Develop and Conduct training of District employees in proper use of Munis systems with regards to requisition and purchase order procedures.
• Ensure all purchase goods and services using federal funds comply with federal procurement rules and regulations such as EDGAR.
• Facilitate the evaluation of bids / proposals, including Prepare bid documents, write Advertisements, conduct vendor meetings, prepare instruction to bidders, specifications , and form of proposal, and Facilitate the evaluation of bids / proposals
• Document and Maintain Bid Calendar and Expiration / Renewal of Annual bid and contract awards
• Participate in various professional organizations related to public purchasing and maintain updated knowledge of purchasing laws and local policies
• Manage online purchasing systems such as vendor websites (punchout)
• Facilitate and Manage the purchase of furniture (FFE; Furniture, Fixtures & Equipment)
• Assist in recruitment, employment, and assignment of purchasing employees

SUPERVISORY RESPONSBILITIES :

Supervise Buyers, Paraprofessional and Auxiliary staff as assigned

WORKING CONDITIONS :

Mental / Emotional Demands : Maintain emotional control under stress; work with frequent interruptions. Must demonstrate the ability to communicate effectively (verbal and written).

Should be able to interpret procedures and analyze data for decision-making. Frequent in-district and occasional in-state or national travel.

Frequent extended work hours during evenings or weekends.

Tools / Equipment Used : Standard office equipment, personal computer and peripherals, multi-line phone system, copier, fax machine.

Posture : Prolonged siting; occasional walking and standing

Motion : Frequent walking; repetitive computer work with frequent use of hands and wrists

Lifting : Occasional lifting and / or carrying (up to 20 pounds)

Environment : Work prolonged and irregular hours. Changes to outdoor climate exposures - hot, humid, cold, wet, windy, etc.

Safety : Contribute to the prevention of accidents and injuries by observing safety rules and District policy, practicing the principles and skills taught in safety training, wearing personal protective equipment as required, reporting injuries and incidences immediately to the supervisor, and being proactive in the ongoing efforts to improve and maintain workplace safety.

The information contained in this job description is for compliance with the Americans with Disabilities Act (ADA) and foregoing statements describe the general purpose and responsibilities assigned to this job and are not an exhaustive list of all responsibilities, duties, and skills that may be required.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

This is an in-person position. Work from home is not allowed unless approved by the Superintendent.