Purchasing Supervisor

Ector County Independent School District•Odessa, TX

11d

About The Position

Assist in coordinating and supervising purchasing activities of the district. Ensure compliance with applicable local, state, and federal purchasing laws and regulations governing the school district’s purchases of goods and services. Assists with the management and enforcement of contracts.

Requirements

Bachelor’s degree from an accredited university in business, finance, accounting, related field
Knowledge of principles, procedures, and legal requirements of financial accounting, school district purchasing and contract management, including federal, state, and local competitive bidding statutes
Knowledge of contract terms and legal requirements involved with contracts
Effective communication, excellent customer service skills, and work well within a team
Initiative to provide information in a way that maximizes productivity, efficiency, and cost effectiveness
Experience utilizing relational database management systems (e.g., Enterprise Resource Planning (ERP) for requisitions, purchase orders, vendor management, account management, and electronic procurement systems)
Proficient in Microsoft Word, Excel, and PowerPoint
Maintain confidentiality and excellent public relations with individuals and entities
Ability to adapt within an ever-changing environment
Three years’ purchasing, contract management, or related experience in a school district or public entity
Strong communication skills
Ability to multitask and prioritize

Nice To Haves

Texas Association of School Business Officials (TASBO) certification preferred
Knowledge and experience with Euna EqualLevel Marketplace is preferred.

Responsibilities

Assist purchasing staff with day-to-day operational needs
Approve purchase orders and monitor all purchase requisitions to ensure accuracy of information, calculations, and budget coding
Process requisitions in an effective and timely manner; ensure purchases are made in accordance with established policies and troubleshoot associated issues
Work closely with campuses and departments to identify procurement needs as it pertains to specifications and scope of work used in the solicitation process
Assist in processing executed contracts and ensure contracts are filed accordingly
Assist in making sure all requisitions have backup attached including contract, RFP, quotes, price/cost analysis if needed, and/or supporting documents
Assist in maintaining and ensuring the timely renewal of annual contracts, leases, and rental agreements
Assist the Director of Purchasing in preparing and/or reviewing Board agenda items in an accurate and timely manner, ensuring contracts requiring Board approval are placed on the agenda and contain all required documentation and signatures.
Assist in monitoring changes to state, federal and local purchasing laws, and update district procurement procedures to ensure compliance
Assist in monitoring and identifying vendors and commodities approaching $50,000 threshold to ensure compliance with district criteria, and federal and state purchasing laws
Follow established procedures to monitor compliance with federal grants rules and regulations
Provide P-Card program support, including updating the manual and providing training
Assist Travelers with day-to-day travel advancements and provide backup to travel office as it pertains to all travel needs
Address vendor and end user questions regarding purchasing procedures, purchase order revisions, and contract compliance
Assist with coordinating eProcurement activities through the district’s purchasing software, ERP software, and contracted vendors’ websites (punch-out systems)
Assist with updating Purchasing Department guidelines, manuals, administrative guidelines, training materials and recommend changes to local policy; update the Purchasing Department website
Perform cross-training duties
Work closely with the Director of Purchasing to evolve procurement processes
Occasional in-district travel; out-of-town travel may occur a few times a year
Perform other duties as may be assigned
Supervise and evaluate the purchasing staff
Ability to follow instructions and plan work for others in the absence of the Director of Purchasing