Assistant Business Administrator for Cooperative Purshasing

Educational Services Commission of New Jersey - Central Office

Educational Services Commission of New Jersey
1660 Stelton Road
Piscataway, NJ 08854

JOB DISCRIPTION: – Cooperative Purchasing System Director
Twelve (12) month Position

QUALIFICATIONS:

• The candidate shall have at least five (5) years of experience as a Qualified Purchasing Agent (QPA) for a New Jersey Public School District and provide examples of conducting various procurement methods mentioned in below section.
• MBA, MSBA Preferred
• CPA Preferred
• QPA Required
• SBA Certificate or CE Required

REPORTS TO:

• School Business Administrator

SCOPE:

• Under the direct supervision of the School Business Administrator, the Cooperative Leadership Manager will support the entrepreneurial nature of the ESCNJ Cooperative Purchasing System by being responsible for a variety of activities, including developing and, expanding the membership base, and special project management, including developing and monitoring a marketing budget and supervising staff.

RESPONSIBILITIES:

• Will be responsible for the ESCNJ Cooperative Purchasing System and its membership that complies with the New Jersey Public School Contracts Law, Federal procurement code, and other applicable laws and administrative codes.
• Will assist the School Business Administrator in implementing ESCNJ Cooperative Purchasing System budgetary procedures.
• Will ensure the operations of the ESCNJ Cooperative Purchasing System operations are managed efficiently and in compliance with N.J.A.C. 5:34-7.1 et seq., and the rules, regulations, and practices set by the New Jersey Division of Local Government Services.
• Will conduct out-of-state and in-state market analyses to benefit the ESCNJ Cooperative Purchasing System and its membership.
• Develop and implement a data management system to ensure informative data-driven decision-making.
• Provide direct oversight on all aspects of the Vendor EXPO.
• Develop and implement data collection that optimizes vendor quarterly reporting.
• Represent ESCNJ as a point person for Purchasing Cooperative customer service.
• Will plan, schedule, coordinate, and participate in preparing and developing accounting records, reports, summaries, monitoring, and evaluation of fiscal records and vendor reporting. This will also require the Cooperative Leadership Manager to conduct an internal audit of all records and reports to ensure compliance.

ESSENTIAL JOB FUNCTIONS:

• Manage the ESCNJ’s Cooperative Purchasing System.
• Work with the ESCNJ Administration to promote the Purchasing Cooperative throughout out-of-state markets, increasing cooperative membership and educating members on services.
• Consult with membership districts and assist with reporting requirements to facilitate compliance with N.JA.C. 5:34-7.1 et seq.
• Develop marketing strategies with vendor partners.
• Develop and monitor an annual budget and strategic plans, including strategic marketing, to continue to grow the programs.
• Monitor trends and laws that affect purchasing.
• Promote the ESCNJ Purchasing Cooperative through presentations at state and national conferences.
• Maintain and nurture relationships with the Cooperative Membership at large.
• Participate in key groups (i.e. NJASBO and AEPA).
• Provide assistance to the qualified purchasing agent(s) and maintain a balanced bid portfolio.
• Expand the Purchasing Cooperative Membership Base by drawing in new Members and educating the Membership Base on Cooperative services and potential cost savings.
• Provide management of projects, including budget, staff supervision, and training.
• Work closely with customers and purchasing cooperative staff to ensure quality services.
• Additional tasks and duties as assigned by the School Business Administrator.

EQUIPMENT:
Uses standard office equipment, such as personal computers and copiers.

TRAVEL REQUIREMENTS:
Occasional travel between to member school districts and the central office in New Jersey and states that have cooperative members.

KNOWLEDGE, SKILLS, AND ABILITIES:

• Working knowledge of the Public School Contracts Law, Federal Procurement Regulations, New Jersey Administrative Purchasing Code, and other applicable purchasing laws, codes, and procedures.
• Proven ability to refine and improve services serving the membership base to provide an exemplary customer experience.
• Ability to handle issues between customers and vendors.
• Superior customer service, including responding promptly to customer needs, soliciting customer feedback, responding to requests for service and assistance, and meeting commitments.
• Exceptional oral/written communication, including speaking or writing clearly and persuasively in positive and negative situations.
• Excellent organizational and computer skills, including knowledge of MS Office suite, accounting software, and reporting software.
• Experience in levels of procurement including but not limited to the following procurement methods:
• Bidding—Goods and Services
• Bidding—Public Works
• Bidding—Proprietary Bids
• Solicitation of Quotations
• Request for Proposals (RFP)
• Competitive Contracting Proposals
• Concessions: Bids, RFPs, or Quotations
• Extraordinary Unspecifiable Services (EUS) RFP

Physical and Mental Demands, Work Hazards:

• Works in standard office and school building environments.
• Ability to assume responsibility and maintain confidentiality.
• Ability to prioritize and manage multiple tasks efficiently

EVALUATION:

• Performance of this job to be evaluated by the School Business Administrator.

Minimum Salary: $140,000/yr.

To apply for this position with the Educational Services Commission of New Jersey please visit the Human Resources Tab at www.escnj.us and click the employment opportunities link, Job# 910.

ESCNJ is an EOE/AA Employee

Job Type: Full-time

Benefits:

• Dental insurance
• Health insurance
• Life insurance
• Paid time off

Work Location: In person

Salary : $140,000