PRIMARY FUNCTION: This position is responsible for purchasing a wide variety of commodities, materials, supplies, services and equipment related to construction and renovation projects for the school system in compliance with laws, policies, and procedures. This multi-skilled position includes the skills that a qualified employee must possess as a minimum. The functions of a Purchasing Agent will be performed under little or no supervision in a timely manner and with acceptable quality.

REPORTS TO: Director, Purchasing

SALARY SCHEDULE: A-5

WORK DAYS: 250

REQUIREMENTS:

1. Education Level:

• Bachelor's degree from an accredited college or university with five (5) or more years of experience in a business office including at least five (5) years of significant purchasing experience as determined by the District

• Additional training in contract administration, specification development, and construction

- OR -

• Appropriate recognized certification (CPPB, CPPO, CPM) with eight (8) or more years of experience in a business office including at least (8) years of significant purchasing experience

• Equivalent combination of education, training, and significant directly-related experience as determined by the District

2. Experience, Skill, and Certification: 

• Know-how and skill in the following areas:
• - Knowledge of negotiation strategies and techniques
• - Ability to comprehend complex situations and evaluate alternative solutions to problems                                            - Ability to perform analytical work carefully and accurately; to analyze contractual data, to formulate recommendations, and to prepare comprehensive reports
• Excellent skills in verbal and written communications
• Ability to build and maintain effective working relationships with outside vendors, District personnel, and the general public
• Knowledge of computer applications and solid computer skills related to basic office operations, i.e., Microsoft Word, Excel, Access, and PowerPoint
• Ability to handle busy and time sensitive situations, including multi-tasking
• Ability to make sound, reasonable decisions, to document the supporting justifications, and to take responsibility for results

ESSENTIAL DUTIES:

1. Assist in the development of complex, non-restrictive specifications from information received from District staff to solicit formal bids, proposals and request for quotations.

3. Develops sources of supply and obtains information from vendors concerning specifications, price, delivery dates, warranty periods, etc.
4.  
5. Resolves problems related to purchases and purchasing procedures, determine source of trouble and takes corrective action.

4. Coordinates purchasing objectives with all related Board functions.
5. Demonstrate a clear understanding and rationale for why processes must follow certain steps.

6. Initiate, issue, monitor and evaluate bids, proposals, and request for quotations.
7. Negotiates the best combination of price, quantity discounts, product quality, and terms and conditions. Communicates with school sites and departments to ensure their requirements are met.

8. Enters into contracts with vendors under the guidelines set forth in Board Policy.
9. Manage the administration of bids and contracts.
10. Monitors vendor performance and prepares reports and other records pertaining to items purchased, cost, delivery, and product performance.

11. Performs material tracking and expediting functions as needed to ensure timely delivery and payment of invoices for vendors.

12. Keep the Director of Purchasing informed of critical issues within the Department and assigned area of responsibility of incidents about which he/she and the Chief Financial Officer should be aware.

13. Establish and maintain effective working relationships with schools, departments, management and the public.

14. Ability to take a teamwork approach to the job by cooperating with others and offering to help other when needed.

15. Adheres to the highest level of professionalism by demonstrating honesty, integrity and maturity.

16. Responds to inquiries from a variety of internal and external sources for the purpose of providing information, direction and/or appropriate referrals.

17. Follow all district policies and procedures.
18. Conduct pre-proposal and pre-bid conferences.
19. Develop contract administration plans and memorandum of agreements.
20. Approve purchase orders in compliance with district policies and procedures.
21. Performs other duties as necessary for the effectiveness of the organization.

 TERMS OF EMPLOYMENT

Incumbents will be considered “at will.” Appropriate pay will be determined based on the Grade as determined by Human Resources and allowable experience. The work calendar will be 250 days. Exempt (A-5). 

NON-ESSENTIAL RESPONSIBILITIES

A responsibility is considered to be “non-essential” (for the purposes of compliance with the Americans with Disabilities Act) if:

• it is shared between multiple incumbents in the job; or
• it could be performed by an employee in another job within the workgroup.

Note the responsibility number from the list in the “Duties and Responsibilities” section for those responsibilities that could be considered “non-essential” based on this definition.

Certain limited aspects of General Duties and Responsibilities items referenced in Section 1 (b) and (d) might be considered “non-essential” in a specific situation. Any request for accommodation must be reviewed on an “individual case” basis.

PHYSICAL AND SENSORY DEMANDS

Most jobs in the District have physical and sensory demands that can be described by one of the two categories noted below. For jobs that require more physical or sensory effort, please list the requirements in this section. The category applicable for this position is listed below.

OFFICE   Employees in this category are normally exposed to a typical environment. The employee has some control over the length of time sitting, standing, or ambulating. There are occasions that require the lifting or pulling of equipment or supplies, as well as bending, stooping, or stretching. There is frequent use of computers, telephone, and other standard office equipment, which includes reading, listening, writing, or speaking. There are few exceptional physical or sensory demands.