Job Title: Procurement Specialist Wage/Hour Status: Non-Exempt
Reports To: Chief Financial Officer Division/Campus: Central Office
Primary Purpose:
Responsible for the procurement of quality products and services for Tejano Center and RYSS schools in accordance with established policies and procedures. Responsible for working closely with departments and vendors in drafting contracts, reviewing contract language, negotiating contract terms and conditions, ensuring contracts are complete with all attachments, exhibits, signatures, and dates. Responsible for processing for executed contracts, mailing executed contracts to vendors, overseeing the filing system for contracts, notifying departments of contract expirations, and maintaining an electronic database for contracts.
Qualifications:
Education/Certification:
- High school diploma or GED certificate
- Associate degree in business or related field from an accredited university (preferred).
- Professional certification in purchasing (preferred).
Special Knowledge/Skills:
- Knowledge of office procedures and practices
- Ability to effectively utilize computers with experience in Microsoft Windows applications (Word, Excel, and Access)
- Able to work with numbers in an accurate and rapid manner.
- Able to organize, prioritize, meet established deadlines, and handle multiple tasks.
- Able to maintain accurate, confidential, and auditable records.
- Able to communicate effectively (verbal and written) using proper English grammar.
- Knowledge of business and contract concepts.
- Ability to research applicable federal, state, and local laws.
Experience:
Two years purchasing experience (preferred).
Major Responsibilities and Duties:
- Process requisitions (purchase orders) in an effective and timely manner; ensure purchases are made in accordance with established policies; expedite outstanding purchase orders; and resolve complex issues concerning terms and conditions, price, delivery, etc. with vendors.
- Process bids, proposals, and other solicitation documents: work closely with client divisions to identify procurement needs and develop specifications and scope of work used in solicitation documents; conduct pre-proposal meetings; prepare bid tabulations; organize evaluation committees; and make recommendations for contract awards.
- Monitor purchase order activity to ensure that all POs are issued within 72 hours of requisition.
- Work closely with client departments and vendors in drafting or assisting with scope of work for contracts, contract creation, reviewing contract language, negotiating contract terms and conditions, and ensuring contracts are complete with all attachments, exhibits, signatures, and dates; process executed contracts and ensure contracts are filed accordingly.
- Maintain and ensure the timely renewal of annual contracts, leases, and rental agreements; notify divisions when contracts are approaching expiration and process contracts requiring renewal; ensure that required documentation is received from vendors when renewing contracts.
- For assigned RFPs, prepare and/or review Board agenda items in an accurate and timely manner, ensuring contracts requiring Board approval are placed on the agenda by client divisions, and contain all required documentation and signatures.
- Obtain all necessary insurance certificates, performance bonds, bid bonds for requisitions processed, etc.
- Provide excellent customer service to all users regarding all purchasing functions.
- Maintain a positive attitude and a neat and professional appearance that exemplifies confidence and professionalism.
- Maintain confidentiality and excellent public relations with all parties.
- Provide training to client user departments on purchasing operations and requisition processing.
- Be familiar with and assist with duties assigned to other personnel when necessary.
- Assist departments with obtaining pricing and quotes.
- Advise departments regarding purchasing procedures.
- Assist with the preparation and submission of procurement awards applications.
- Perform other duties as assigned.
Supervisory Responsibilities:
None
Equipment Used:
Desktop computer, facsimile machine, and copy machine.
Working Conditions:
- Prolonged sitting and use of computer with repetitive hand/finger motions
- Lifting documents weighing up to 20 pounds
- Periods of stressful and challenging interpersonal management
Terms of Employment:
Salary and work year to be established by the Board of Trustees
Evaluation:
Performance of this job will be evaluated annually by the Chief Financial Officer.
Job Type: Full-time
Pay: $35,000.00 - $40,000.00 per year
Work Location: In person