Procurement and E-Rate Coord

JOB PURPOSE

The Procurement and E-Rate Coordinator primary responsibility will be to source and purchase materials, products, and services required for the company's operations.

This role will also assist with the E-Rate process by reporting on filings, deadlines, and status for Category 1 and 2 submissions in coordination with the Finance and Information Technology departments.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Procurement :
• Vendor Sourcing- Identify, evaluate, and select vendors and suppliers based on quality, cost-effectiveness, reliability, and timeliness of delivery.
• Negotiation- Assist manager with contract negotiations, terms, and pricing with vendors to achieve the best possible deals while maintaining quality standards.
• Purchase Orders- Generate purchase orders accurately and in a timely manner, ensuring compliance with company policies and procedures.
• Inventory Management- Monitor inventory levels and forecast demand to prevent stockouts while minimizing excess inventory.
• Compliance- Ensure compliance with legal and regulatory requirements related to procurement activities.
• Quality Control- Collaborate with quality assurance teams to ensure that purchased goods and services meet specified quality standards.
• Documentation- Maintain accurate records of purchases, contracts, pricing, and supplier performance metrics.
• E-Rate Program :
• E-Rate Applications- Assist with E-Rate application process, including the preparation and submission of Form 470, Form 471, and Form 486, ensuring adherence to program deadlines.
• Eligibility Assessment- Assist with determination of the institution's eligibility for E-Rate discounts on various telecommunications and internet services, such as broadband connectivity, Wi-Fi, and internal connections.
• Vendor Relations- Collaborate with E-Rate service providers, maintain vendor relationships, and facilitate the bidding and selection process for eligible services.
• Compliance Monitoring- Ensure that the institution adheres to all E-Rate program rules, regulations, and compliance requirements, including document retention and program integrity.
• Funding Commitments- Track the status of E-Rate funding commitments, confirm approval of applications, and work to secure reimbursement from the Universal Service Administrative Company (USAC).
• Recordkeeping and Documentation- Maintain organized and comprehensive records of all E-Rate-related documents, such as contracts, invoices, and correspondence, to support funding requests.
• Competitive Bidding- Manage competitive bidding procedures to obtain cost-effective E-Rate services and equipment, ensuring that procurement practices align with program guidelines.
• Program Training and Outreach- Educate staff members and educators about the E-Rate program, providing guidance on program requirements and opportunities for funding.
• Technology Plan Alignment- Collaborate with the institution's Information Technology teams to align the technology plan with E-Rate goals and ensure a strategic approach to technology infrastructure.
• Program Reporting- Generate reports and assessments of E-Rate activities, expenditures, and outcomes for institutional leadership and program stakeholders, demonstrating the program's impact and effectiveness.

MAY PERFORM OTHER DUTIES AS ASSIGNED

DISCLAIMER

The above statements are intended to describe the general nature and level of work being performed. They are not intended to be an exhaustive list of all responsibilities, duties and skills required of personnel so classified.

SKILLS AND KNOWLEDGE

• Detail oriented
• Ability to communicate in a timely and professional manner
• Ability to work independently with general guidance on outcomes and objectives
• Ability to coordinate and collaborate with multiple parties for on time and accurate deliverables
• Demonstrates excellent oral, written, and interpersonal skills
• Effective documentation and presentation skills
• Strong customer service orientation

JOB REQUIREMENTS

• Proven experience in procurement, purchasing, or supply chain management, preferably in a similar industry.
• Strong negotiation skills with the ability to drive cost savings and favorable terms.
• Analytical mindset with the ability to interpret data, identify trends, and make informed decisions.
• Knowledge of procurement best practices, sourcing strategies, and contract management.
• Experience with the E-Rate program preferred, but not required
• Proficient with Microsoft Office (or similar) for reporting and presentation
• Experience with project and / or task management software to track progress
• Proficiency in effective verbal and written communication skills

WORK ENVIRONMENT

While performing the responsibilities of this position, the work environment characteristics listed below are representative of the environment the employee will encounter :

Usual office working conditions.

PHYSICAL DEMANDS

• No physical exertion required.
• Travel within or outside of state.
• Light work : Exerting up to 20 pounds of force occasionally, and / or up to 10 pounds of force as frequently as needed to move objects.

TERMS OF EMPLOYMENT

Salary and benefits shall be paid consistent with CSUSA salary and benefit policy. Length of the work year and hours of employment shall be those established by Charter Schools USA.

FLSA OVERTIME CATEGORY

Job is exempt from the overtime provisions of the Fair Labor Standards Act.

EVALUATION

Performance will be evaluated in accordance with Charter Schools USA's policy.

DECLARATION

The Charter Schools USA Human Resources Department retains the sole right and discretion to make changes to this job description.

Any employee making changes unauthorized by Human Resources Department will be subject to disciplinary action up to and including termination.