Purchasing Coordinator

Primary Purpose:

Provide leadership in the development, implementation, and coordination of a comprehensive program of purchasing and other duties as assigned for the District. Participate in guideline formulation to align with policy and decision-making, and ensure compliance with all state and federal statutes relating to job scope. 

Quali?cations:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. The essential functions, pursuant to the Americans with

Disabilities Act, may include the characteristic duties, responsibilities, knowledge, skills, and abilities noted herein; however, this is not a comprehensive listing of all functions and tasks performed by positions found in this job description.

Education/Certi?cation: 

High School diploma or GED; College hours required

TASBO Certification preferred 

Experience:

Two (2) years of purchasing experience, preferably in a public education environment

Language Skills:

• Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations
• Ability to write reports, business correspondence, and procedure manuals
• Ability to effectively present information and respond to questions from all stakeholders

Special Knowledge/Skills:

• Knowledge of competitive bidding statutes and purchasing procedures
• Ability to implement policies and procedures
• Ability to manage budget and personnel
• Effective organizational and interpersonal skills
• Ability to organize and coordinate District-wide programs
• Ability to interpret data
• Ability to interpret and disseminate information to individuals and groups
• Maintain effective working relationships with a wide variety of groups and individuals, including District employees, Board of Trustees, vendors, and community members
• Compile and prepare data for mandated reporting requirements and special reports as needed
• Work independently with minimal direction
• Operate a variety of office equipment, including but not limited to computer equipment
• Analyze situations accurately and adopt an effective course of action
• Maintain comprehensive and auditable files and records
• Meet schedules and timelines

Major Responsibilities and Duties:

Program Management: 

• Purchase services, supplies, 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 State purchasing rules
• Prepare all bidding documents, including notice and instructions to bidders, specifications, and form of proposal
• Prepare and post advertisements for District bids and proposals to the local paper, the District’s website, and the District’s e-Bidding Platform
• Ensure bids/proposals are received according to specifications
• Receive and coordinate the evaluation of bids and proposals; make recommendations for the award of contracts to the Superintendent for School Board approval
• Prepare bid tabulations, agenda items, and letters of recommendation for all bids to be taken to the Board for approval
• Obtain and study comparative prices and quotations
• Make purchasing decisions based on information obtained through comparative prices and quotations
• Develop vendor and bidder lists and approve additions, including sole-source vendors
• Develop and maintain District commodity codes listing
• Approve purchase orders and monitor all purchasing requisitions to determine the correctness of information, calculations, coding, etc.
• Process purchasing requisitions in accordance with Board policy, District procedures, and State law
• Ensure campuses and departments follow purchasing procedures
• Ensure approved vendors are utilized
• Provide all schools and departments with a complete and current vendor listing from the purchasing cooperatives in which EISD is a member as well as lists of approved vendors from all EISD-approved bids
• Manage all District contracts
• Manage the District’s travel and credit card programs, including store procurement cards and vendor accounts
• Act as a mediator between the District and vendor when problems arise
• Monitor and document problems with vendors
• Stay current on all purchasing laws by attending classes and cooperative meetings
• Join Purchasing Cooperatives as opportunities arise to ensure the District always has the best possible purchasing capabilities
• Research all avenues for vendor approval whether through the District’s own internal bids, state bids, sole source, or bids from approved cooperatives
• Assist campuses in finding approved vendors that meet their needs
• Assist with the transfer, sale, or disposal of District surplus property
• Operate office equipment, including a computer, typewriter, phone, and copier
• Utilize various software applications to store and retrieve data
• Compile, file, and maintain all physical and computerized purchasing records required, including auditable documents
• Compial budget and cost estimates based on documented program needs
• Assist with the selection and purchase of supplemental equipment and supplies for programs
• Ensure that purchases are cost-effective and funds are prudently managed
• Help maintain insurance records for vehicle purchases and obtain titles for vehicles purchased by the District
• Train purchasing staff from campuses and departments
• Perform other duties as assigned by the Chief Financial Officer

Administration:

• Write memos, reports, and other correspondence
• Work cooperatively with District personnel to determine specific requirements and assist in locating necessary goods and services
• Follow District safety protocols and emergency procedures

Policy, Reports, and Law: 

• Compile, maintain, and file all physical and computerized reports, records, and other documents required
• Comply with policies established by federal and state law, State Board of Education rule, and the local board policy

Professional Development: 

• Pursue professional development opportunities related to purchasing

Supervisory Responsibilities:

None

Terms of Employment:

226 days from July 1, 2024  through June 30, 2025

Equipment Used:

Copier, Calculator, Personal Computer, Printer, Fax Machine, Shredder, Phone, Scanner

Working Conditions:

Mental Demands:

• Reading and comprehension
• Ability to be a self-starter
• Ability to work with numbers in an accurate and rapid manner
• Ability to communicate e?ectively (orally and written)
• Ability to operate a personal computer
• Ability to meet established deadlines
• Ability to maintain accurate and auditable records
• Maintain emotional control under stress

Physical Demands/ Environmental Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. 

Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

• Repetitive hand motions
• Prolonged use of computer
• Prolonged sitting
• Work with frequent interruptions
• Lifting up to 15-20 pounds
• May work prolonged or irregular hours 

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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.