What are the responsibilities and job description for the Purchasing Coordinator position at Fowler Elementary School District No. 45?
PURCHASING COORDINATOR
Classification : Classified Administrator Exempt
Salary : Classified Administrator Exempt
Description : The Purchasing / Fixed Assets Coordinator acquires the necessary resources to support district operations; ensuring that district revenues are effectively utilized; providing instruction and guidance on the procurement process; and ensuring that a clear and compliant audit trail is established for procurement activity.
Qualifications :
High School Diploma or equivalent required
Associates Arts Degree or Bachelor level degree (preferred)
Valid Fingerprint Clearance Card
A minimum of one year computerized warehousing experience, including purchasing, shipping / receiving, inventory control, and / or distribution (educational facility experience is preferred)
Knowledge of all aspects of warehouse / distribution operations in a multi-support site environment
Knowledge of warehousing / inventory trends, concepts and practices
Knowledge of formal and informal solicitations process to include : Invitation for bid, request for proposals and request for quotations
Knowledge of procurement rules and regulations as defined by the Arizona School District Procurement Rules and Uniform System of Financial Records
Knowledge of commodities and services related to education environment including technology, furniture and professional services
Knowledge of technology including computers (Word, Excel, Access), copiers, fax machines and other applicable office equipment
Ability to type 50 words per minute with accuracy
Strong communication and interpersonal skills when dealing with others
Ability to comprehend and perform functions from oral and written instructions
Strong organizational and office management skills
Alternatives to the above qualifications as the Governing Board or the Superintendent may deem appropriate
Essential Duties and Responsibilities :
Supervise and coordinate purchasing, warehousing, and fixed-asset / property control functions
Supervise warehouse clerk and warehouse courier
Acquire and coordinate all materials, equipment, supplies and services on a district-wide basis
Prepare formal Invitation for bids, request for proposals and informal verbal and written quotations from contractors, vendors, etc.
Prepare, evaluate and award procurement solicitation packages in compliance with state and district requirements
Assist administration with maintaining district procurement policies and educating staff members regarding these policies
Assist site administrators with budget preparation for capital expenditures by providing price information for a variety of materials and services
Investigate and evaluate possible use of purchasing consortiums
Review and monitor purchase requisitions to determine correctness of information
Prepare and issue purchase orders and change orders
Review and develop specifications for a wide variety of materials, equipment and services
Ensure that sufficient and fair competition is used regarding purchased materials and construction
Ensure compliance with state and USFR procurement regulations and internal district procurement policy and procedures on all purchasing transactions
Ensure that a valid and complete audit trail has been documented for each transaction
Attend district audit reviews as requested
Serve as district representative for procurement protests and claims
Develop and maintain appropriate databases, including an inventory control system and a vendor registration list
Interview vendors and stay current regarding supply sources, market trends and new product development
Select vendors to provide services, supplies, and furniture and equipment in the best interest of the district, which includes prices, quality, and delivery time
Assist with the development of comprehensive FF&E programs for new school openings
Recommend award and prepare governing board agenda items for bids and proposals
Attend governing board meetings at the request of the finance director
Assist warehouse staff with resolving problems with deliveries, merchandise, quality, etc.
Manage overall operation of the Central Supplies and Records Warehouses
Determine minimum and maximum inventory levels for warehouse stock items
Maintain appropriate inventories for assigned warehouse commodities, which include determining the procurement need, method for purchase, quality, quantity, usage, cost and sources
Prepare all documentation to present to Governing Board for disposal of assets
Coordinate proper removal of assets approved for disposal and associated paperwork
Participate in district sponsored professional development workshops / inservices, attend on-going training classes and meetings as directed, and read professional journals and publications, etc. for continued professional development
Maintain strict confidentiality and use appropriate discretion when working with all district personnel records and / or information
Support and follow the rules, regulations and policies set by the School Board and the District
Perform all other duties as assigned by the Governing School Board, the finance director or his / her designee
Length of Employment :
Twelve (12) months
Reports to : Director of Finance
Evaluation : Performance to be evaluated in accordance with Governing Board Policy GDO
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