Procurement Manager at Township High School District 114
Highland Park, IL
About the Job
Position Type: Accounting/Finance/Procurement Manager
Date Posted: 5/11/2020
Location: District Office
Job Title: Procurement Manager Department: Business Office Reports To: Director of Business Services/CSBO Calendar: 12 Month Administrative Position Start Date: July 1, 2020 Salary Range $68,000-$76,000 ____________________________________________________________________________________
SUMMARY: The Procurement Manager is responsible for performing all procurement functions necessary for the school district. The Manager will manage outside suppliers and work closely with the business office staff. This person will be the in-house expert on purchasing.
Strong purchasing capabilities as demonstrated in planning, organizing and executing plans.
Strong project management skills.
Good written and oral communication skills.
A bachelor’s degree in business, accounting, finance or a related field, or similar experience.
At least three years experience in educational or fund accounting.
NAPM, CPM or CPIM certification a plus, computer literacy required.
Evidence of being a team player along with the ability to accomplish tasks.
Good organizational skills, self-directed, systematic, flexible, able to work independently.
Basic knowledge of law.
PERFORMANCE RESPONSIBILITIES AND DUTIES:
Motivational Leadership - Provide the necessary inspirational leadership by example that promotes recognition by District staff that they are empowered to meet the District’s goals and expectations with budget and Board policies and procedures.
Staff Support - Conduct one-on-one training with new administrators regarding department purchasing. Conduct purchasing workshops for coaching, secretarial and other support staff, as required. Provide daily assistance, as necessary, to all staff.
Bidding and Requests for Proposals - Through strict adherence to state statutes and Board of Education policy, prepare bid specifications and requests for proposals. Post necessary notices in various publications. Forward final documents to qualified suppliers. Conduct bid opening meetings and document all returned bid/proposal packets. Review all bids/proposals and prepare comparison documentation for the Board of Education. Upon Board approval, obtain any required bonds and certificates of insurance; process purchase orders; monitor delivery of goods and services and other contract terms.
Quotes - Monitors and maintains quotes for District purchases.
Source, Negotiate and Develop Suppliers - Work with District staff to develop specifications for major one-time purchases and recurring purchases. Participate in all procurement activities including source selection, selection through interviews, quality surveys and on-site inspections of suppliers; negotiation of price, deliveries, and terms; consolidation of commodity items and reduction or elimination of freight and shipping charges.
Database and Paperwork Control – Maintain, at a high level of integrity and accuracy, database fields controlled within the purchasing responsibilities. Database fields include qualified vendor list, approval tables, purchase requisitions, purchase orders, change orders, and open purchase orders. Ensures purchase orders are sent to the correct vendor.
Fixed Asset Management - Assist in the management of all fixed assets, inventory control and appraisal values for school district properties. Coordinate all furniture purchases in the district to achieve uniformity and standardization of product lines within the buildings. Identify assets and assure asset tags are immediately attached to the item. Enter asset information on the inventory module. Follow proper procedures for disposal of school assets.
Procurement Cards - Administer district’s procurement card program. Responsibilities include: adding/deleting users, adjusting credit limits, assisting in disputing unauthorized charges, and reviewing all transactions prior to posting. Trains other departments in the management of cards and statements related to the Purchasing Card Module annual and as needed.
Online Purchases - Oversee online transactions at approved vendor websites. When available, establish an online approval process with vendor.
Communication and relationship with Vendors - Work closely with accounts payable staff to facilitate the timely payment for purchases and maintain mutually beneficial relationships with vendors. Contact vendors to verify information and/or respond to inquiries.
Financial reports - Assist the Director of Business Services/CSBO with reports requiring specific purchasing/vendor data.Other duties - Complete other duties assigned by the supervisor including significant annual objectives deemed appropriate by the supervisor.
Intermediate skills in spreadsheet and word processing software.
The ability to develop effective working relationships with vendors, staff and the school community.
The ability to perform duties with awareness of all district requirements and Board of Education policies and procedures.
The ability to communicate clearly and concisely, both orally and in writing.
The ability to comprehend and complete complex operations following instructions.
The ability to conduct one’s self in a professional manner in all forms of communication
The ability to read and interpret documents.
The ability to write routine reports and correspondence.
The ability to speak effectively before staff.
The ability to perform intermediate arithmetic skills including calculations involving whole numbers, fractions, decimals, percentages, and ratios.
The ability to measure and provide basic room layouts of furniture and equipment.
The ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
The ability to deal with problems involving several concrete variables in standardized situations.
PHYSICAL DEMANDS AND WORK ENVIRONMENT: 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 the essential functions.
While performing the duties of this job, the employee is regularly required to stand, walk, sit, bend, write, type, speak, and listen. In addition, the employee may occasionally be required to bend, twist, reach and climb. Specific vision abilities required by this job include close, peripheral and distant vision. Ability to work in an office environment, sitting, standing, light lifting, filing, operate office machines, computer, and communicate with staff and others.
The noise level in the work environment ranges from quiet/moderate to loud. The employee is required to interact with the public and other staff. The employee is directly responsible for the safety, well-being and work output of students.
The statements in this job description are intended to describe the general nature and level of the work to be performed by (an) individual(s) assigned to this position. They are not an exhaustive list of all duties and responsibilities related to the position. This job description will be reviewed periodically as duties and responsibilities change with business necessity and School Board Policy and procedures. Essential and marginal job functions are subject to modification.
The information contained in this job description is for compliance with the American with Disabilities Act (A.D.A.) and is not an exhaustive list of the duties performed for this position.