Purchasing Manager, (full time 1.0 FTE) Finance Department

PORTLAND PUBLIC SCHOOLS - Purchasing Manager

SUMMARY DESCRIPTION: The Purchasing Manager is responsible for organizing purchasing functions of Portland Public Schools, including managing the daily activities in purchasing for day-to-day and capital projects purchases, managing contracts including administering, negotiating, reviewing, renewing, filing, and evaluating for availability, price, term, and quality of products. The Purchasing Manager also coordinates the bid process and ensures compliance with procurement policy and conflict of interest policies and regulations.

ESSENTIAL JOB DUTIES:

• Lead in developing a purchasing strategy; keep up with trends in procurement & purchasing
• Contract management to include all aspects (e.g. administer, review, manage, file, evaluate, analyze, and negotiate)
  • Negotiate or renegotiate and administer contracts with vendors
  • Administer bidding process and contracts (e.g. prepare specifications, evaluate bids, recommend vendors, etc.)
  • Research and evaluate vendors/contracts to ensure they are in compliance with local, state and federal government regulations (e.g. vendor debarment and suspension regulation)
  • Research and evaluate vendors to compare pricing and services
  • Evaluate existing vendors based on quality, timeliness and price
  • Identify opportunities for cost savings
• Schedule deliveries and ensure timely fulfillment of orders
• Ensure quality of procured items and address problems when they arise
• Evaluate quotes and compare to bid documentation
• Develop and implement purchasing and contract management instructions, policies and procedures
• Review and maintain appropriate and complete documentation of purchasing files and records (purchase orders, contracts, etc.) to ensure compliance with City policies and procedures and ensure the availability of documentation
• Order supplies/goods, equipment and material, review and process/issue purchase orders
• Maintains records of goods ordered and received
• Review and monitor capital purchases to ensure compliance with City and School policies and procedures
• Compile data from variety of sources for analyzing and ensuring compliance with City and School policies and procedures and monitoring of purchasing processes
• Continually improve purchasing methods/processes; work with department managers to monitor, count and manage inventories and determine supply needs
• Respond to inquiries from internal and external sources to provide information, direction, and or appropriate referrals
• Special projects and/or other duties as assigned

MINIMUM QUALIFICATIONS
KNOWLEDGE, SKILLS, AND ABILITIES:

• Excellent oral and written communication skills
• Demonstrates aptitude and precision working with numbers; excellent documentation skills
• Strong interpersonal, collaboration and problem-solving skills
• Highly organized, detail-oriented, and able to multitask effectively
• Desire to constantly improve systems and processes.
• Strong knowledge of purchasing policies, processes, and procedures
• Knowledge and ability to negotiate best vendor terms and pricing
• Computer literacy required, proficient in Microsoft Office Applications (Excel, Word, etc.)
• Ability to learn new software/processes
• Ability to perform function with little or no supervision in a timely manner with high quality results

EDUCATION, TRAINING, AND EXPERIENCE:

• Bachelor's degree in business administration, accounting, economics or related field required
• Minimum of five (5) years of work experience in purchasing-related field preferred
• School business management experience preferred.
• Fingerprinted and background check with the Department of Education

Portland Public Schools is committed to maintaining a work and learning environment free from discrimination on the basis of race, color, religion, national origin, pregnancy, gender, sexual orientation, marital/civil union status, ancestry, place of birth, age, citizenship status, veteran status, political affiliation or disability, as defined and required by state and federal law