Coordinator, Procurement

Classification:  Admin/Prof

Exemption Status/Test:  Exempt/Administrative

Job Grade:  6

Department:  Procurement      

Reports To: Director

Job Goal:

Provide support in leading the procurement of quality products and services to meet organizational needs, ensuring compliance with established policies, procedures, and relevant regulations. Collaborate with departments to draft and manage contracts effectively, oversee the P-Card program, and streamline workflows for efficiency. Provide leadership and supervision to assigned staff, fostering growth and accountability.

Qualifications:

Education

1. Bachelor’s degree in business administration, finance, economics, supply chain management, or a related field
2. Texas Association of School Business Officials (TASBO) certification, preferred

Experience

1. Four years of progressive experience in purchasing, contract management, or a related public-sector field
2. Proven experience in public bid openings, RFP processes, and proposal evaluations
3. Supervisory experience in a procurement-related function, preferred

Special Knowledge and Skills

1. Thorough knowledge of public purchasing and contract management principles, procedures, and statutory requirements at the federal, state, and local levels
2. Proficiency in contract drafting, reviewing, and negotiation, including key legal and financial terms
3. Familiarity with TEA’s Financial Accountability System Resource Guide (FASRG) (preferred)
4. Advanced skills in Microsoft Office Suite (Word, Excel, PowerPoint)
5. Strong interpersonal and communication skills, with a proven ability to build productive working relationships
6. Demonstrated ability to manage multiple projects, prioritize competing deadlines, and drive results
7. Experience with PowerSchool, IonWave electronic bidding, Monday.com, or similar systems, preferred

Major Responsibilities:

Procurement Operations

1. Manage requisition and purchase order processing, ensuring compliance with policies and timely resolution of vendor or user issues.
2. Oversee public bid and solicitation processes, including pre-proposal meetings, bid tabulations, evaluation committees, and contract award recommendations.
3. Establish a P-Card program for travel and small dollar transactions.
4. Prepare board agenda items

Contract Management

1. Collaborate with departments to draft, review, and negotiate contracts, ensuring all terms and attachments are accurate and complete.
2. Maintain a centralized database of contracts, monitoring renewal deadlines and compliance requirements.

Program and Technology Administration

1. Serve as the lead administrator for the electronic bidding system and P-Card program.
2. Lead efforts to implement e-procurement solutions to enhance operational efficiency.
3. Implement and improve workflows to increase cost efficiency and user satisfaction.

Compliance and Reporting

1. Monitor changes to purchasing laws and regulations, creating and/or updating policies, manuals, and training materials to ensure ongoing compliance.
2. Monitor compliance with federal grant rules and regulations, specifically 2 CFR Part 200.
3. Monitor aggregate spending for compliance with state law.
4. Ensure accurate reporting for audits, financial reconciliations, and compliance checks.
5. Ensure compliance with GASB pronouncements related to bulk purchases, lease agreements, and Subscription-Based Informational Technology Arrangements (SBITAs).

Leadership, Supervision, and Stakeholder Engagement

1. Supervise, train, motivate, and evaluate assigned staff to foster high performance and continuous professional growth.
2. Build and maintain positive relationships with vendors, internal departments, and other stakeholders to optimize procurement services.
3. Manage the internal and external procurement webpages.
4. Implement best practices that lead to the submission of applications for awards and recognition programs.
5. Assist with OMNIA Partners lead agency activities.

Physical Demands/Environmental Factors/ Mental Demands:

Frequent use of standard office equipment; prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting; repetitive hand motions (keyboarding and use of mouse); occasional light lifting and carrying (less than 20 pounds); may work prolonged and irregular hours; occasional statewide travel; work with frequent interruptions; maintain emotional control under pressure.

Salary : $101,045 - $118,876