Position: Buyer
Assignment: Procurement Senior Buyer Wage/Hour Status: Exempt
Reports to: Executive Director of Procurement and Contracts Pay Grade: AP620/230 days
Dept./School: Procurement and Contracts/Administration Date Revised: Spring 2025
Primary Purpose:
Assist in the day-to-day operation of the Procurement and Contracts Department, to include development/refinement of policies & procedures, competitive solicitation process for products and services, requisition/purchase order approval process, contract management, and related subject areas. Serve as a resource to district staff in procurement-related issues and respond promptly to questions or requests for assistance.
Qualifications:
Minimum Education/Certification:
- Bachelor’s degree in business related-related field and/or five years school district procurement experience in school district procurement with high school diploma/GED; or two years school district or public procurement experience.
- TASBO certification preferred
- Professional certification in public procurement
Special Knowledge/Skills/Experience:
- Proficient in the use of MS Word, Excel, Google Forms, Financial Software systems.
- Knowledge of computerized bid, ordering, procurement processes for goods and services.
- Ability to develop competitive solicitation documents (RFP’s, RFQs, CSPs, Cooperative quotes, etc.) and templates
- Excellent communication and organization skills
- Complete assigned tasks with minimal direct supervision
- Ability to work within a team organization
- Knowledge of Texas public school procurement procedures, financial coding system, legal regulations.
- Ability to work with and provide excellent customer service to both district staff and vendors
Major Responsibilities and Duties:
- Maintain bid calendar based upon award date, renewal date and commodity
- Prepare and submit advertisements timely for bid/proposals to newspapers.
- Utilization of the Bid Timeline form for bid documentation, tracking, and approvals
- Maintain bid files including original bid documentation, invitation to vendors, advertising, responses, bid tabulations, awards and communications
- Prepare and maintain all documentation related to pre-bid meetings and openings
- Prepare agenda items with full information and recommendations to be presented to the school board in appropriate format
- Communicate with vendors regarding award and renewals
- Maintain any necessary files for various purchasing cooperatives and interlocal agreements required for district compliance.
- Confirm any related fees are paid in a timely manner
- Ensure compliance with interlocal agreements in the processing of purchasing orders
- Prepare a list of all cooperatives and interlocal agreements for annual board approval
- Manage communications with purchasing cooperatives
- Maintain files for responsible contractual agreements
- Full Requisition/Purchase Order review and processing:
- Review requisitions for accuracy and completeness to assure compliance with Federal Law, State Law, and Local Policies before approval daily
- Request additional information for attachment to requisitions when required (i.e., written quotes, required bonds, insurance documentation, board minutes, etc.).
- Request multiple quotes from vendors for assorted items to obtain the best value
- When appropriate, full evaluation review to help determine best value for District
- Procurement and Contracts Department support as needed.
- Provide support to campus bookkeepers, principals, departments any other district staff end users related to the any part of the procurement and contracts process
- Serve as a resource to vendors in the competitive solicitation process responding to any questions or requests for clarification
- Prepare periodic reports as needed to ensure compliance with Texas procurement laws
- Prepare bid/proposal updates as needed to department files.
- Provide daily and weekly updates reports as requested related to Senior Buyer’s various procurement and contracts activities to Department leadership.
- Provide general assistance and support to the Executive Director of Procurement and Contracts and other department staff as needed.
- Attend training and professional development on matters related to the Procurement and Contracts Department and other district initiatives.
- Generate, receive, and maintain confidential and sensitive files, information, and reports to ensure security of files and the integrity of the public procurement and contract process.
- Perform any other duties as assigned by the Executive Director of Procurement and Contracts.
Mental Demands/Physical Demands/Environmental Factors:
- Work with all Procurement and Contracts staff.
- Work with district staff-end users on all purchases and contract needs.
- Standard office equipment including personal computer and peripherals
- Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting
- Repetitive hand motions including frequent keyboarding and use of mouse; occasional reaching
- Occasional light lifting and carrying
- May work prolonged or irregular hours; infrequent districtwide, statewide, and out-of-state travel
- Work with frequent interruptions, maintain emotional control under stress
OTHER: All employees are to follow district safety protocols and emergency procedures.
The foregoing statements describe the general purpose and responsibilities assigned to this job and are not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required. This position is an in-person job and is to be performed at the location specified. It does not qualify for remote work or work from home status.