What are the responsibilities and job description for the Specialist I Procurement position at Baldwin County Public Schools?
Job Title - Procurement Specialist I
Supervised by/Reports to: Procurement/Construction Accounting Supervisor and Chief School Financial Officer
FLSA Status: Non-exempt
Job Goal: To assist the Procurement & Construction Accounting Supervisor in administering the competitive bid process and other bookkeeping and clerical duties as required.
Qualifications:
- High School Diploma and three (3) years specifically related experience in an area of accounting, bookkeeping, or other finance-related functions in a public-school environment, or a Bachelor's degree with major in accounting, finance, business administration or closely related field, and/or equivalent combination of education and experience.
- Experience with governmental accounting software preferred.
- Comprehensive knowledge of governmental accounting, bookkeeping, and clerical procedures preferred.
- Knowledge of generally accepted accounting principles and procedures and their application to basic accounting transactions preferred.
- Ability to meet the suitability criteria for employment and/or certification licensure under the Alabama Child Protection Act of 1999 and Act No. 2002-457.
- Strong organizational skills and demonstrated knowledge of word processing software, spreadsheets, database, and/or other office/data management technology.
- Effective interpersonal skills, with an emphasis on communication and collaboration with a wide variety of people and groups though written and oral communication.
- Ability to work effectively under minimum supervision, prioritize tasks, pay attention to detail, meet deadlines, and organize and maintain accurate records.
- Ability to use technology to communicate, to manage data, and to produce/submit required reports, correspondence, and/or financial information.
- Ability to identify and solve problems as a productive team member.
- Ability to be punctual and in regular attendance.
- Such alternatives to the above qualifications as the Board may require.
Performance Responsibilities and Essential Functions:
- Demonstrates support for the school system and its goals and priorities.
- Coordinates with departments and divisions in the development of competitive solicitations for the furnishing of supplies, materials, equipment and services.
- Provides guidance and assistance to various departments about the procedures and rubric grading and evaluation guidelines for request for proposals and reverse auctioning procurement.
- Communicates with various departments and employees concerning requisitions and purchase orders as it relates to accuracy of documents, availability of funds and proper account coding, internal policies and procedures, etc.
- Resolves problems and issues arising from purchase of services, supplies and equipment related to vendors.
- Works with user departments to prepare and request quotations from vendors.
- Assists with bid openings, tabulations, and analysis.
- Prepares bid specifications, addendums, award notifications, and any other items as they relate to a solicitation for supervisor approval prior to distribution.
- Provides information to departments, schools, vendors and the public regarding purchasing and the competitive bid process.
- Assist in preparation and updating of internal, local, state, and federal processes and procedures for competitive procurement.
- Maintain spreadsheets and databases as they relate to reconciling and booking competitive solicitations.
- Assist with maintaining the Purchasing and Procurement Division of the BCBOE website.
- Prepare and communicate with departments and vendors about bid extensions and/or rebid of expired contracts.
- Review, update, and maintain applicable purchasing cooperative contracts for goods and services utilized throughout the system.
- Solicit and maintain all applicable competitive solicitations and supporting documentation through Vendor Registry and Contract Management databases.
- Performs and documents special audits assuring vendor compliance within contractual bid agreements in relation to terms, conditions, pricing, insurance, license, etc.
- Prepares and submits audit report findings and documentation to supervisor for review and follow-up.
- Assist in pulling, preparing, and collecting critical information of solicitations for external auditing.
- Preparing and submitting applicable board agenda items and supporting documentation to supervisor.
- Enters requisitions that adhere to proper coding and internal policies and procedures for capital improvements throughout the system.
- Participates in training programs and conferences offered to increase skill and proficiency related to assigned responsibilities.
- Demonstrates willingness to cross-train in other areas of the Business & Finance Department as requested.
- Assists with the maintenance of a complete and systematic set of records for all fixed assets, surplus equipment, inventories and the procedures for transfer and disposal thereof.
- Performs duties in a courteous and professional manner.
- Maintains appropriate confidentiality regarding school/workplace matters.
- Demonstrates initiative in identifying potential problems and/or opportunities for improvement in areas of responsibility.
- Models and maintains high ethical standards.
- Reports potential problems, unusual events, or work irregularities to appropriate administrative or supervisory personnel.
- Responds to inquiries, requests, constructive feedback, concerns and/or complaints in a timely and positive manner.
- Maintains and submits reports, records, and correspondence in a timely and accurate manner.
- Properly uses and cares for equipment and material resources of the school system and effectively supervises and monitors others in the care, maintenance, and use of tools, equipment, and inventory.
- Uses effective collaboration skills to work as a productive team member.
- Adheres to school system rules, administrative procedures, local Board policies, and state, federal, and local regulations.
- Reports absences and takes leave in accordance with Board policies and procedures.
- Performs any other job-related duties as assigned by supervisor.
Terms of Employment: Twelve-month position in accordance with Board approved salary schedule.
Evaluation: Performance of this job will be evaluated in accordance with provisions of the State Department of Education and/or Baldwin County Board of Education policy on evaluation of classified personnel.
The statements above are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. All personnel may be required to perform duties outside of their normal responsibilities as needed.
