Description
Manage the areas of procurement, contracts, competitive bidding, and purchasing card administration while also supporting the general operation of the business office. Responsible for ensuring compliance with district, state and federal procurement regulations and laws to include research and interpreting laws and regulations pertaining to purchasing functions; ensuring legal compliance of bid laws; ensuring appropriate staff are reporting the inventory of district assets including small and attractive assets; and the disposition of district surplus.
Requirements
ESSENTIAL FUNCTIONS
1. Maintains a current knowledge of federal and state laws and regulations and district procurement policies and provides information to District personnel.
2. Reviews, evaluates and oversees the day-to-day operations of purchasing. Develops short- and long-range plans in relation to the district's purchasing and contract management system (e.g. policies, procedures, contract templates, forms and process flows) for the purpose of ensuring organizational objectives are achieved in the most effective, efficient and timely manner.
3. Participates as a team member and fully supports efforts of the Business Office Leadership Team with building a strong department team and supports the district mission and strategic plan. Supports and works directly with school principals and district level administrators on collaborating district purchases in achievement of cost savings wherever possible while still meeting department, program and district goals.
4. Conducts formal bids; prepares specifications, terms and conditions and award criteria for formal bids in compliance with state and federal bid laws. Ensures or obtains quotes from vendors when applicable. Proactively looks for cost savings and negotiates prices with vendors when applicable.
5. Establishes procedures for approving and processing purchases, including both purchase orders and credit card purchases. Reviews and monitors purchases for compliance with district regulations and state and federal procurement laws. Monitors timeliness and accuracy of orders.
6. Maintains district vendor files and researches new supply sources; meets with sales representatives to keep aware of pricing changes and the availability of new products.
7. Develops training programs and materials and conducts training sessions for administrators, office and other support staff in purchasing, travel, and contract management.
8. Reviews, evaluates and oversees the administration and termination of contracts, agreements and memorandums of understanding for schools and departments across the district.
9. Oversees the preparation, review, and approval of new and existing contracts and agreements and modifies contracts as needed. Maintains a searchable database of contracts across the district.
10. Ensures contracts comply with relevant district, state, and federal laws and regulations, to minimize risk and best interest of the district. Assists other administrators in contract compliance and enforcement.
11. Establishes interlocal agreements with governmental purchasing co-ops and other government entities, ensuring the procurement laws have been followed before utilizing the contracts. Monitors the use of these agreements. Ensures that interlocal agreements are posted on the district website in accordance with state regulations.
12. Ensures school board documents regarding contracts and declaration of surplus are reported timely and accurately, as required by law.
13. Provides financial and contractual information to the Director of Accounting and Purchasing for inclusion in the financial statements to facilitate the proper recording of the district's financial position.
14. Establishes and manages the district credit card program. Creates policies and procedures for obtaining and utilizing credit cards, including setting limits and overseeing usage.
15. Oversees district staff and student travel. Reviews and approves travel-related contracts with hotels and travel agencies and issues travel purchase orders and travel credit cards.
16. Supports the business office in resolving audit questions and providing information to auditors as requested.
17. Oversees the fixed asset database, annual fixed asset and small and attractive item inventory and the disposition of surplus in compliance with district, state, and federal regulations.
18. Participate in special projects as assigned and performs related duties and responsibilities consistent with the scope and intent of the position.
19. Supervises and directs the work of Purchasing Support Technician.
REPORTING RELATIONSHIPS
Reports to the Director of Accounting and Purchasing
MENTAL DEMANDS
Experiences frequent interruptions; required to meet inflexible monthly and annual deadlines; requires concentration and attention to detail; expected to respond to requests immediately.
PHYSICAL DEMANDS
Requires visual concentration; exposure to visual display terminal for prolonged periods; prolonged periods of sitting; requires occasional travel between school sites, to other districts, and to regional training opportunities.
MINIMUM QUALIFICATIONS
Education and Experience
Two years of purchasing experience required. Public sector or school district purchasing experience preferred. Bachelor’s degree in accounting or closely related field preferred.
Allowable Substitutions
Alternative to the above qualification that the district may find appropriate and acceptable.
Required Knowledge, Skills and Abilities
Requires knowledge of purchasing processes, and knowledge of federal and state laws and regulations and district procurement policies.
Demonstrates ability to collect, analyze, and interpret data (cost/benefit analyses); ability to detect errors and verify data; ability to exercise independent judgment; and ability to make well-founded recommendations.
Proficient in the use of Microsoft Office software to include Excel, Word and PowerPoint.
Communicates effectively with staff and the general public through strong written and oral communication skills.
Establish and maintain effective, respectful and courteous professional working relationships with a variety of people.
Demonstrates ability to obtain, clarify, and exchange information and assists with problem solving and developing alternative strategies.
Demonstrates ability to work well under pressure and to meet deadlines.
Demonstrates ability to work effectively both independently and as a member of a team.
Demonstrates ability to organize, set priorities, plan, and coordinate work and maintain a clean and functional work area.
Licenses/Special Requirements
Requires fingerprinting and background check to determine that there have been no convictions involving physical molestation, abuse, injury or neglect of a minor. Valid driver license.
UNIT AFFILIATION
This is a non-union, Specialist Level 1 exempt position.
WAGES AND BENEFITS
Click here to access details on the following:
Salaries/Wages - $107,092.00/annual salary
Insurance
Retirement Plans
Paid Time Off or Vacation
Paid Holidays
Other Compensation
Non-Discrimination Policy
BeBethel School District does not discriminate in any programs or activities on the basis of sex, race, ethnicity, color, religion, creed, national origin, sexual orientation, gender identity, gender expression, homelessness, immigration or citizenship status, disability, neurodivergence, the use of a trained dog guide or service animal, age, and honorably discharged veteran or military status and provides equal access to the Boy Scouts and other designated youth groups. The following employees have been designated to handle questions and complaints of alleged discrimination: Civil Rights Compliance / Gender-Inclusive Schools Coordinator, Debbie Carlman, dcarlman@bethelsd.org, 253.800.2019; Title IX Coordinator, Mel Boyd, mboyd@bethelsd.org, 253.800.2029; and 504 Coordinator, Melissa Munson-Merritt, mmunsonmer@bethelsd.org, 253.800.2301. All individuals may be reached at this address: 516 176th Street East, Spanaway, WA 98387. Title IX inquiries may also be directed toward the U.S. Department of Education, Office for Civil Rights (OCR). Information about the nondiscrimination and sex-based discrimination policies and grievance procedures, and how to report a concern or complaint: bethelsd.org.
