Administration - Supervisor of Procurement Services

Supervisor of Procurement Services needed for our Administration Office - full time / permanent position.

Unclassified - salary based on experience     

JOB SUMMARY: 

Under the general direction of the Chief Financial Officer, the Supervisor of Procurement Services will oversee and
coordinate district purchasing functions. The supervisor will serve as the primary point of contact for all
procurement-related questions, regardless of the source of funds. Responsible for planning and
purchasing to ensure the consistency, cost effectiveness, efficiency and adequacy of the procurement
process.

ESSENTIAL DUTIES AND RESPONSIBILITIES:
1. Oversee and coordinate district purchasing functions. Maintain and carry out policies and
procedures that will provide all departments in the District with needed supplies, equipment,
and services in an efficient, cost-effective manner that is in compliance with applicable
standards.
2. Act as primary liaison with vendors on purchasing issues.
3. Maintain communication with schools and departments on various issues; providing information
for purchases and services needed. Serve as a subject area expert for district staff.
4. Analyze requisitions for historical trends and compliance with budget constraints. Distribute
purchase orders to vendors and district staff.
5. Monitor open purchase orders and address items that have not been delivered or
encumbrances that have not been closed.
6. Administer and oversee the district credit card program. Maintain records for credit cards issued
to employees. Reconcile statements, verifying the accuracy of the requisitions, supporting
documentation and account codes.
7. Maintain familiarity with purchasing guidelines for federal and state grant programs. Verify that
the district is not prohibited from doing business with vendors in accordance with Federal grant
funding restrictions. Ensure procurement methods are in compliance with applicable guidelines
(State, Federal, Grant Specific). Provide assistance to other staff and administrators for
procurement using grant funds.
8. Monitor what purchases require RFP, RFQ, or Formal Bids, etc. and serve as the point person in
getting the appropriate procurement document generated and distributed.
9. Act as District Representative at all Bid Openings, pursuant to PA Purchasing Guidelines.
10. Maintain all documents as it relates to procurement to ensure the District is in compliance with
documentation requirements (Bid, Responses, Advertisement, Cost Analysis, Evaluation, Signed
Contract, etc.)
11. Prepare board resolutions as necessary for procurement related approvals. Ensure contracts are
subsequently signed and maintained following the resolution approval.
12. Maintain the Purchasing page of the Upper Darby School District website ensuring the
information and documents remain up to date.
13. Serve as point of contact for scanned and archived files (retrievals, inventory, documentation)
14. Oversee the District’s Print Shop operations.
15. Perform other duties as assigned.

SUPERVISORY RESPONSIBILITIES:

Supervises assigned staff, including assignment coordination and performance evaluation.
Responsibilities include interviewing, recommendations for hiring, and training employees; process
documentation and improvement; planning and coordinating work; appraising performance; addressing
complaints, and resolving problems, as needed. Carries out supervisory responsibilities in accordance
with the district's policies and applicable laws.

QUALIFICATIONS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.
The requirements listed below are representative of the minimum level of educational achievement,
skill, and/or ability required. Reasonable accommodations may be made to enable individuals with
disabilities to perform the essential functions.

1. Bachelor’s degree in related field (Finance, Accounting, Business, etc.)
2. Three (3) years’ experience in accounting, finance, purchasing, or related business function. School
district experience a plus.
3. Proficiency in the use of technology, the district uses eFinance. Strong Excel skills a requirement.
4. Strong understanding of procurement requirements as it relates to different public funding
sources (State, federal, grant specific)
5. Effective communication (verbal and written) and interpersonal skills with the ability to
diplomatically interface vendors, visitors, and staff.
6. Proficient organizational skills, punctual, and the ability to meet deadlines.
7. Uses good judgment; able to react to immediate changes in work priorities; self-directed, and able
to take initiative where appropriate.
8. Ability to maintain stability of attitude and perform competently under pressure.
9. Demonstrate effective conflict resolution and customer service skills for interaction with
customers, vendors, and co-workers.
10. Ability to be relied upon to complete responsibilities effectively and to work well within a team
environment.
11. Must successfully complete and maintain compliance with all federal and state background and
criminal record check requirements.
12. Candidate must adhere to all local, state, federal, and school code requirements for employment.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an administrator
to successfully perform the essential duties of this job. Reasonable accommodations may be made to
enable individuals with disabilities to perform the essential duties.

While performing the duties of this job, the administrator is regularly required to talk or hear. The
administrator is frequently required to walk, climb stairs, bend, and lift. The administrator is required to
use hands and fingers to handle documents, telephone, etc. The administrator is occasionally required
to stand, sit and reach with hands and arms. Specific vision abilities required by this job include close
vision, distance vision, and ability to adjust focus.

INTERESTED APPLICANTS SHOULD APPLY BY VISITING www.upperdarbysd.org>

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The Upper Darby School District does not discriminate in its education program, activities, or employment practices, based on race, color, national origin, sex, sexual orientation, disability, age, religion, ancestry, union membership, or any other legally protected category. Announcement of this policy is in accordance with state law, including the Pennsylvania Human Relations Act, and with federal law, including Title VI of the Civil Right Act of 1964, Title IX of the Education Amendments of 1972, Section 504 of the Rehabilitation Act of 1973, the Age Discrimination in Employment Act of 1967, and the Americans with Disabilities Act of 1990.