Purchasing Coordinator

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  
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Length of Employment:

• Twelve (12) months

Reports to:             Director of Finance

Evaluation:             Performance to be evaluated in accordance with Governing Board Policy GDO

Salary : $54,499 - $96,947