Purchasing Specialist II

DATE : 6 / 6 /

POSITION : Purchasing Specialist II

FLSA STATUS : Non-exempt

REPORTS TO : Director of Purchasing

PAY GRADE : Grade 70 / 71; Range - $43,-54, Annually

LOCATION : Central Office Simpson Building (AP Mobile)

TERM OF EMPLOYMENT : Permanent, twelve months per year

ESSENTIAL DUTIES AND RESPONSIBILITIES :

Under general supervision of the Director of Purchasing, oversee the procurement process from

start to finish.

Primary point of contact for all procurement processes for expenses that are expected to meet or

exceed a $90, total award value, and all service contracts that are expected to meet or

exceed a $30, total award value.

Determine the most appropriate procurement method while considering legal requirements,

school and departmental needs, maximized competition, and public perception.

Gather all required information to prepare RFP / RFQ (etc.) with specifications provided by the

requesting department.

• Submit all RFP / RFQs to the Director of Purchasing for review and approval.
• Post and advertise RFP / RFQs as needed.
• Schedule the bid opening(s) and collect all bids (if required).
• Assist the requesting department with the financial and legal aspects of the bidding and bid

review process.

• Attend bid opening and evaluation meetings in absence of the Director of Purchasing.
• Submit all contracts to the Director of Purchasing for review.
• Submit contracts to the Board attorneys for review as needed.
• Obtain Pre-Audit signature on all contracts.
• Send final contracts to the requesting department so that the requesting department can place it

on the Board Agenda.

Once Board approved, key the requisition and email PO to the vendor and requesting

department.

• Process all approved bond invoices and request bond funds from the county.
• Monitors bid and contract requirements from preparation of specifications to end of term contract
• Contact departments annually within the last quarter of the fiscal year to discuss contract needs

effective July 1 so all RFP, bidding, and approval processes are complete for PO preparation on

July 1 annually, with assistance from the Purchasing Specialist.

Maintain all Finance Department contracts and work with the Director of Purchasing for each

renewal.

• Process all district wide purchases.
• Work with schools / departments to determine when district wide purchasing would be more

efficient and cost effective.

• Assist school / departments with informal quote requirements.
• Works with departments closely ensuring proper execution of contracts prior to start of services.
• Monthly contract reconciliation ensuring year-to-date expenditures are within the contract and PO

terms.

• Maintain all bidding documentation.
• Initial approver of all school / department requisitions.
• Backup for releasing online orders.
• Cross training with P-Card requirements.
• Assists principals with school level contracting needs.
• Projects as assigned.
• Other duties as assigned.

ACCEPTABLE KNOWLEDGE, TRAINING AND EXPERIENCE :

• Bachelor Degree in Accounting, Business, or related field
• Must be a Certified Local Government Purchasing Officer (CLGPO) or willing to become certified
• Working knowledge of purchasing concepts
• Ability to establish and maintain effective working relationships with others
• Ability to take initiative and work independently and within a team environment
• Ability to maintain confidentiality
• Effective oral and written communication skills
• Effective time management skills
• Ability to establish and maintain effective working relationships with school system staff and

vendors

DEADLINE : Open until filled

S ALARY AND BENEFITS :

• Pay range fo $43, - $54, annually depending upon relevant experience and education
• State Employees and Teachers Retirement Plan
• State Employees Health Plan
• Dental, Vision, Disability and other benefits offered
• Holidays off with pay, annual leave, and sick leave
• Extensive training opportunities
10 days ago