Director of Purchasing

DIRECTOR OF PURCHASING     BASIC FUNCTION:   Under the direction of the Associate Superintendent of Business Support Services, oversee, plan, organize, control, and direct operations involved in procurement and contracts in the acquisition of supplies, materials, equipment, and services including construction and professional services.  Coordinate the activities and functions of the Purchasing,  Receiving and Distribution Center, Publications, and inventory control to meet the needs of the District; supervise and evaluate the performance of assigned staff.   REPRESENTATIVE DUTIES:   Plan, organize, control and direct Purchasing, Receiving and Distribution Center, and Publications, inventory control functions, District-wide and site purchases, mail services, fixed assets management, and purchase orders issued by Food Service, Facilities, Transportation, and other support departments.   Authorize purchase orders, contracts, and bids for the purpose of ensuring vendor compliance with regulatory requirements and established guidelines, using available cost-saving techniques, implementing policies and procedures as necessary.   Direct the management of contracts for personal and professional services, including the monitoring, oversight, and review of contract materials and evaluations of vendors.   Oversee the District’s contracting process; implement contracting policies and provide contracting services.   Coordinate activities with the Storekeeper to control Warehouse functions and mail room functions, ensuring all legal requirements and District policies are met; manage the District's mail system.   Coordinate activities with the Assistant Director of Purchasing to ensure efficient and effective operations of the Purchasing Department.   Coordinate activities and functions (pre-bid conferences, vendor presentations, informational meetings) with varied staff for the purpose of ensuring best practices in procurement.   Oversee the administration and analysis of formal bids; summarize bids and present information to the Board.   Work with the Director of Risk Management to control purchases of products which are, or could be, hazardous or toxic and coordinate the evaluation of contract terms to ensure appropriate risk avoidance and transfer of liability.   Manage the District's capital equipment and inventory programs including management of inventory control and record-keeping activities, coordinate of the transfer and redistribution of equipment, and management of surplus property disposal activities.   Communicate with other administrators, District personnel and outside organizations to coordinate activities and programs, resolve issues and conflicts and exchange information; meet with vendors and District staff regarding purchases.   Review, evaluate, and approve the format and content of vendor contracts on behalf of the District, ensuring compliance with best practices and any local, state, and federal regulations.     Supervise and evaluate the performance of assigned staff; interview and select employees and recommend transfers, reassignment, termination and disciplinary actions; plan, coordinate and arrange for appropriate training of subordinates.   Provide technical expertise, information and assistance to the Associate Superintendent regarding assigned functions; assist as needed in the formulation and development of policies, procedures and programs.     Direct and participate in the preparation, processing, and analysis of purchasing documents such as Board agenda items and resolutions, memos, notices, award letters and agreements; maintain a variety of narrative and statistical reports, records and files related to assigned activities; prepare various reports, legal documents, bids and quotation documents as assigned.   Develop and prepare the annual preliminary budget for the department; analyze and review budgetary and financial data; control and authorize expenditures in accordance with established limitations.   Coordinate and oversee the district’s copier replacement program.   Attend a variety of meetings to maintain current knowledge of legal codes and requirements; conduct and facilitate meetings.   Perform related duties as assigned.   KNOWLEDGE AND ABILITIES:   KNOWLEDGE OF: Planning, organization, and direction of the purchasing, receiving and distribution, and inventory control functions of the District. Procurement, contract management, and material control programs. Applicable laws, codes, regulations, policies, and procedures. Business management. Receiving and distribution, inventory, and materials control. Health and safety rules and regulations. Budget preparation and control. Oral and written communication skills. Principles and practices of administration, supervision, and training. Interpersonal skills using tact, patience and courtesy.   ABILITY TO: Plan, organize, control, and direct the Purchasing, Receiving and Distribution, and inventory control functions and activities of the District. Oversee and approve District-wide and site purchases and purchase orders. Prepare bids, specifications, and related documents. Supervise and evaluate the performance of assigned staff. Communicate effectively both orally and in writing. Interpret, apply and explain rules, regulations, policies and procedures. Establish and maintain cooperative and effective working relationships with others. Analyze situations accurately and adopt an effective course of action. Meet schedules and time lines. Work independently with little direction. Plan and organize work. Prepare comprehensive narrative and statistical reports. Direct the maintenance of a variety of reports and files related to assigned operations and activities.   EDUCATION AND EXPERIENCE: Any combination equivalent to:  bachelor's degree in business administration, public administration, or related field and five years of increasingly responsible purchasing and contracting services experience including formal bid preparation.  Experience in a school district or public entity is preferred.   LICENSES AND OTHER REQUIREMENTS: Valid California driver’s license.   WORKING CONDITIONS: ENVIRONMENT: Office environment.   PHYSICAL DEMANDS: Hearing and speaking to exchange information and make presentations. Seeing to read a variety of materials. Dexterity of hands and fingers to operate a computer keyboard. Sitting, standing, or walking for extended periods of time. Bending at waist, kneeling, or crouching to file or retrieve materials. Reaching overhead, above shoulders, and horizontally.

Salary : $135,300 - $163,956