COORDINATOR - PURCHASING AND CONTRACTS

Job Title: Purchasing & Contracts Coordinator Wage/Hour Status: Exempt

Reports to: Director of Purchasing Pay Grade: Admin Pay 2

Department/Campus: Purchasing Days: 227

Primary Purpose: Assist in coordinating purchasing activities of the district. Ensure compliance with applicable local, state, and federal purchasing laws and regulations governing the school district's purchases of goods and services. Assists with the management and enforcement of contracts.

Qualifications:

Education/Certification:

• Bachelor's degree from an accredited university in business, finance, accounting, related field
• Texas Association of School Business Officials (TASBO) certification preferred
• Certified Texas Contract Developer (CTCD), or Certified Texas Contract Manager (CTCM) preferred Special Knowledge

Skills:

• Knowledge of principles, procedures, and legal requirements of financial accounting, school district purchasing and contract management, including federal, state, and local competitive bidding statutes
• Knowledge of contract terms and legal requirements involved with contracts
• Effective communication, excellent customer service skills, and work well within a team
• Initiative to provide information in a way that maximizes productivity, efficiency, and cost effectiveness
• Experience utilizing relational database management systems (e.g., Enterprise Resource Planning (ERP) for requisitions, purchase orders, vendor management, account management, and electronic procurement systems)
• Proficient in Microsoft Word, Excel, and PowerPoint
• Maintain confidentiality and excellent public relations with individuals and entities ? Ability to adapt within an ever-changing environment

Experience:

• Three years' purchasing, contract management, or related experience in a school district or public entity

Major Responsibilities and Duties:

• Assist purchasing staff with day-to-day operational needs
• Support the efficient and compliant processing of requisitions by reviewing documentation for accuracy, verifying budget coding and calculations, and ensuring all required backup materials are attached, including contracts, RFPs, quotes, cost analyses, and other supporting documents
• Monitor adherence to established purchasing policies and procedures and proactively identify and resolve issues to facilitate timely procurement
• Collaborate closely with campuses and departments to identify procurement needs and develop clear, accurate specifications and scopes of work that support the solicitation process and ensure procurement requirements are effectively communicated
• Assist in processing executed contracts and ensure contracts are filed accordingly
• Assist in maintaining and ensuring the timely renewal of annual contracts, leases, and rental agreements
• Assist the Director of Purchasing in preparing and/or reviewing Board agenda items in an accurate and timely manner, ensuring contracts requiring Board approval are placed on the agenda and contain all required documentation and signatures
• Assist the Director of Purchasing in fulfilling public information requests by performing research and providing documentation as required by the Public Information Act.
• Assist in monitoring and identifying vendors and commodities approaching $100,000 threshold to ensure compliance with district criteria, and federal and state purchasing laws
• Follow established procedures to monitor compliance with federal grants rules and regulations
• Provide P-Card program support, including program administration, updating the manual and providing training
• Assist Travelers with day-to-day travel advancements and provide backup to travel office as it pertains to all travel needs
• Address vendor and end user questions regarding purchasing procedures, purchase order revisions, and contract compliance
• Assist with coordinating eProcurement activities through the district's purchasing software, ERP software, and contracted vendors' websites (punch-out systems)
• Assist with updating Purchasing Department guidelines, manuals, administrative guidelines, training materials and recommend changes to local policy; update the Purchasing Department website
• Assist in monitoring changes to state, federal and local purchasing laws, and update district procurement procedures to ensure compliance
• Perform cross-training duties
• Work closely with the Director of Purchasing to evolve procurement processes
• Occasional in-district travel; out-of-town travel may occur a few times a year
• Perform other duties as may be assigned

Mental Demands/Physical Demands/Environmental Factors:

• Tools/Equipment Used: Standard office equipment including personal computer and peripherals
• Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting
• Motion: Repetitive hand motions; frequent keyboarding and use of mouse; occasional reaching
• Lifting: Occasional light lifting and carrying (less than 20 pounds)
• Environment: May work prolonged or irregular hours
• Mental Demands: Work with frequent interruptions; maintain emotional control at all times under stress