Purchasing Coordinator

Primary Purpose:

To assist the Director of Purchasing in the purchasing activities for the procurement of all necessary items for the District in accordance with applicable federal laws, state laws and regulations, keeping costs to a minimum.

Education / Certification:

• Bachelor's degree from an accredited University in business or related field is preferred.

Experience / Other Requirements

• Minimum three years of experience with increasing responsibility in Texas public school or other Texas government procurement required.
• Enterprise Resource Planning Purchasing and Finance software experience preferred.

Special Knowledge / Skills:

• Knowledge of competitive procurement statutes and purchasing procedures.
• Knowledge of accounting and auditing principles.
• Ability to work with numbers in an accurate and rapid manner.
• Proficiency in file maintenance.
• Ability to use personal computer and software to develop spreadsheets, databases, and do word processing.
• Ability to supervise personnel.
• Strong, effective organizational, communication, and interpersonal skills.

Major Responsibilities and Duties:

• Support the Director of Purchasing on duties related to the procurement of goods and services to facilitate District operations.
• Assist the Director of Purchasing in preparing all procurement documents, including notices to bidders, instructions to bidders, specifications, and form of proposal in accordance with Board policy, District procedures, State law and Federal law.
• Purchases supplies and equipment for the District by competitive bids, competitive sealed proposals, requests for proposals, government catalog contract purchases, informal quotations, and negotiations in accordance with Board policy, District procedures, State law and Federal law.
• Prepares and posts advertisements for District bids and proposals to both the local paper and the District's website.
• Ensures bids/proposals are received according to specifications.
• Receives and coordinates the evaluation of bids and proposals.
• Prepares bid tabulations, agenda items, and letters of recommendation for all bids to be taken to the Board for approval.
• Negotiate and prepare contracts for execution by senior staff based on procurement processes.
• Administers contracts and the handling of contract/price adjustments. Coordinate and provide oversight of contract compliance and vendor performance.
• Obtains and studies comparative prices and quotations. Makes purchasing decisions based on information obtained.
• Develops vendor and bidder lists and approves additions, including sole-source vendors.
• Approves purchase orders and monitors purchasing requisitions to determine correctness of information, calculations, coding, etc. Processes purchasing requisitions in accordance with Board policy, District procedures, State law and Federal law. Ensures campuses and departments follow procedures. Ensures approved vendors are utilized.
• Initiates contact with vendors to check on supply and equipment availability, invoices, purchase orders, and contracts.
• Provides all schools and departments a complete and current vendor listing from the purchasing cooperatives in which CISD is a member as well as lists of approved vendors from all CISD approved bids.
• Recommend formal procurement processes when appropriate.
• Serves as the expert on federal/grant procurement compliance and interpretation of relevant OMB Circular's as well as other related Federal and State regulations and legislation.
• Review federal compliance documentation, requisitions, and request for check for compliance with local policy, applicable State and Federal laws.
• Manage the formal solicitation process for federal procurements including: cost or price analysis, vendor sourcing, evaluation matrix development, bid evaluation and bid award recommendations
• Provides customer service to campus and departments concerning federal purchase requirements with staff and explains the procurement process, purchase orders and other solicitations; to ensure federal purchases are done correctly and made in a timely manner.
• Responsible for ensuring federal contract compliance with TDA, and EDGAR requirements and maintaining and updating all federal procurement manuals
• Performs and oversees tasks related to overall federal contract administration, maintenance and management of active contracts, and compiles statistical data to facilitate current and future contract planning.
• Supports the Purchasing Buyers with credit card programs, purchase requisition approvals, vendor set-up, and independent contractor agreement approvals for the District.
• Facilitates meetings, workshops, training seminars, etc. for the purpose of identifying issues, developing recommendations, supporting other staff, and serving as a District procurement representative.
• Participates in meetings, conferences, workshops, etc. (e.g. state procurement regulations, school procurement laws, education classes, etc.) for the purpose of understanding the changes for updating and implementing district procurement procedures and changes to federal procurement procedures.
• Compiles and maintains a variety of files (manual and electronic) (e.g. vendor, contract, construction, purchase orders, etc.) for the purpose of providing required documentation, historical information, and auditable accounting records.
• Oversee and fulfill all records management requirements related to departmental records.
• Other duties as assigned.

Personnel Management

• Train, supervise and evaluate purchasing department buyers, paraprofessional, and auxiliary employees and make recommendations relative to placement, transfer, retention, and dismissal.
• Assist in the recruitment, employment, and assignment of purchasing employees.
• Provide training for purchasing employees and district staff as appropriate.

Supervisory Responsibilities:

Buyers, Paraprofessional, and Auxiliary staff as assigned.

Equipment Used:

Office equipment - personal computer, printer, calculator, multi-line telephone, software programs and peripherals, copier, fac, and other equipment applicable to position

Personal cell phone is required to handle district related business, including after hours, or when away from the office on district business.

Working Conditions:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.