Purchasing Supervisor

Purchasing Supervisor Job Description

1

Job Title: Purchasing Supervisor FLSA: Nonexempt

Reports to: Executive Director of Business Services Pay Grade: Clerical/Para 10

Dept/School: Business and Finance Dept / Purchasing Calendar Days: 226 Donaldson Administration Building Revised: 2.8.2024 The Purchasing Supervisor is responsible for on-site leadership of purchasing activities of the district under general supervision of the Executive Director of Business Services. Monitor compliance with applicable state and federal laws and regulations governing school district purchases of goods and services. Education/Certification:

• High school diploma from an accredited high school or GED
• Bachelor's degree in business or accounting preferred

Special Knowledge/Skills:

• Knowledge of competitive bidding statutes and purchasing procedures
• Knowledge of accounting and auditing principles
• Proficiency skills in keyboarding and file maintenance
• Ability to work with numbers in an accurate and rapid manner
• Ability to use software to develop spreadsheets, databases, and do word processing
• Ability to supervise personnel
• Effective organizational, communication, and interpersonal skills

Experience:

• Five (5) years professional-level purchasing agent experience in public sector preferred Purchasing
  1. Oversee purchase of materials and equipment for the district by competitive bids, competitive sealed proposals, requests for proposals, government catalog contract purchases, informal quotations, and negotiations following established district criteria and in compliance with state purchasing rules
  2. Oversee preparation of all bidding documents, including notice and instructions to bidders, specifications, and form of proposal
  3. Evaluate formal bids and make recommendations for the awarding of contracts to chief financial officer for school board approval
  4. Obtain and evaluate comparative prices and quotations. Make purchasing decisions based on information obtained
  5. Develop vendor and bidder lists and approve additions Primary Purpose Qualifications Major Responsibilities and Duties Purchasing Supervisor Job Description
  6. <

     2

     6. Approve purchase orders and monitor all purchase requisitions to ensure accuracy of information, calculations, and coding
     7. Administer contracts and handle adjustments with suppliers, including replacement of material not conforming to specifications, cancellation of orders, and receipt of proper credit
     8. Perform duties in an efficient and cost-effective manner to positively impact student achievement Personnel Management
     9. Select, train, evaluate, and supervise purchasing staff and make recommendations relative to assignment, retention, discipline, and dismissal
     10. Assign work to purchasing staff and oversee completion Administration
     11. Work cooperatively with district personnel to determine specific requirements and assist in locating necessary goods and services Other
     12. Work with administrators, principals, directors, and staff regarding purchasing issues
     13. Compile, maintain, and file all physical and computerized reports, records, and other documents required, including auditable accounting records
     14. Perform other duties as assigned by the Executive Director of Business Services, Assistant Superintendent of Finance, Chief Financial Officer, and the Superintendent of Schools Monitor the work of Purchasing Staff (Buyers) The evaluation of the Clerical Supervisor is a responsibility resting with the Executive Director of Business Services. An evaluation shall be completed in writing at least once during the course of the school year.

     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 including frequent keyboarding and use of mouse; occasional reaching Lifting: Occasional light lifting and carrying (less than 15 pounds) Environment: May work prolonged or irregular hours; occasional districtwide travel Mental Demands: Work with frequent interruptions; maintain emotional control under stress This document describes the general purpose and responsibilities assigned to this job and is not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required Supervisory Responsibilities Evaluation Work Environment