Procurement Specialist

Vail Unified School District•Vail, AZ

10d•Onsite

About The Position

Procures materials, equipment, and professional services to meet district needs in accordance with district and regulatory agency standards and policies, and to ensure compliance with the Uniform System of Financial Reporting. This role involves analyzing procurement needs, managing the bid/RFP process, advising on procurement issues, maintaining contracts and vendor databases, and ensuring proper purchasing procedures are followed.

Requirements

High school diploma or general education degree, (GED).
Two (2) years buying/procurement experience, preferably in the public sector.
Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.
Ability to write routine reports and correspondence.
Ability to speak effectively to employees of the organization.
Proficient computer and typing skills are required.
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
Ability to compute rate, ratio, and percent and to draw and interpret graphs.
Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
Ability to deal with problems involving several concrete variables in standardized situations.
Ability to evaluate written materials.

Nice To Haves

Knowledge of principles and practices of competitive procurement and warehousing or shipping and receiving preferred.
Any equivalent combination of related experience and/or training; or equivalent combination of education and experience may be acceptable at the discretion of the Chief Administrative Officer.

Responsibilities

Analyzes the need for procurement and determine the appropriate procurement process, scope of services and the appropriate contract terms and conditions.
Verifies nomenclature and specifications of purchase requests.
Assembles data for analysis and/or forecasting procurement.
Coordinates the bid/request for proposal (RFP) process to include researching vendors, interviewing suppliers, and consulting catalogs to obtain pricing and specifications.
Prepares detailed bid/RFP specification packages and preparing award recommendations and proposal problem resolutions for the director.
Conducts bid/RFP openings and provides the public with bid/RFP information.
Analyzes bids/RFPs and abstracts to select or recommend vendor according to established guidelines.
Advises director of procurement issues.
Maintains contracts for the purpose of ensuring ongoing availability of goods/services per the contract and adherence to contract terms and conditions.
Maintains automated vendor database for the purpose of ensuring the ability to issue bid announcements to appropriate sources.
Reviews purchase requisitions and vendor selection to ensure proper purchasing procedures have been followed.
Assures the correct account coding is assigned to each purchase.
Selects a more cost-effective vendor if appropriate.
Informs department or site of change in vendor.
Prepares disposal of assets bids and negotiates for surplus and donated materials.
Maintains procurement records such as items or services purchased, costs, delivery, product quality or performance, and inventories as necessary.
Reviews out-of-state vendor files (e.g. annually) for the purpose of ensuring certificate of authority for collection of taxes issued by the Arizona Department of Revenue is on file, and requesting copy as needed.
Prepares or assists in preparing any reports or returns, including 1099’s required by State or Federal agencies.
Compiles and provides all necessary reports documents as requested for audit purposes.
Participates in meetings, workshops and seminars as assigned for the purpose of conveying and/or gathering information required to perform functions.
Expedites delivery of goods to users.
Serves on committees, projects as requested.
Attends trainings as requested for professional development.
Provides in-service trainings or workshops for district staff, as needed.