Procurement Specialist

Position Type:
Business Services/Procurement Specialist
Date Posted:
12/12/2023
Location:
District Office
Date Available:
01/23/2024
Closing Date:
01/12/2024
GENERAL STATEMENT OF RESPONSIBILITIES:
Conducts all aspects of District procurement; Maintains accurate and complete procurement records. Monitors and maintains compliance with State and Federal reporting requirements. Conducts reconciliations on several District cash accounts.
RESPONSIBILITIES AND DUTIES:

1. Issues effective bid invitations, requests for proposals, and written quote requests. Creates and submits bid advertisements. Releases bids to bidders list and online access
2. Conducts/coordinates pre-bid conferences, public bid openings, bid analysis, interviews, vendor selection, product evaluations, and drafts award recommendations to the Governing Board
3. Manages the development of bidding in accordance with state procurement regulations; monitors vendor contract usages and associated terms and compliance
4. In conjunction with functional area stakeholders, evaluates supplies, equipment and services utilized by a variety of schools and programs. Meet with sales representatives, architects, contractors, and vendors
5. Compares costs, quality and efficiency of delivery of services, equipment or products
6. Reviews purchase requisitions for compliance with procurement rules and alignment with accounting practices (coding).
7. Creates and issues purchase orders
8. Maintains and updates active vendor list, vendor W-9's and vendor contract renewals. Maintains and updates bidder lists
9. Conducts due diligence on vendors including debarment, suspension, checks, contract renewals, pricing, and bid/contract compliance
10. Research cooperative contract awards for requested goods/services. Completes vendor contact award information in iVisions; confirms federal compliance of all expenditures using federal funds, prepares written determinations on all cooperative contract purchases.
11. Provides technical assistance to staff, schools, and departments on product specifications, quality, cost, procurement process and timelines for ordering and delivery of products, equipment or services
12. Assists schools and department secure special items required for program services
13. Coordinates directly with maintenance supervisor on new and continuing construction and repair projects, related quotes, cooperative contracts and job order contracts
14. Oversees the preparation and presentation of procurement transactions to district auditors and other appropriate agencies as required
15. Prepares reports on activities, purchases, monies expended or encumbered, and evaluation of service contracts for specifications met in compliance with contract agreements
16. Communicate timely and accurately all activities related to District procurement items to the Executive Director of Business Services
17. Monitors and maintains Memoranda of Understanding (MOU), Intergovernmental Agreements (IGA), and contracts
18. Monitors and reconciles General Fixed Assets with support of Accounts Payable Specialist and Warehouse Supervisor.

RESPONSIBILITIES AND DUTIES (GENERAL):

1. Ensures compliance with Board policy, State and Federal Laws, and other regulations governing procurement and accounting practices.
2. Assists with required annual Governing Board approvals related to Business Services financial activity.
3. Explains rules, regulations, policies, and procedures to employees, administration, vendors, outside agencies, and the public within the scope of authority; refers technical questions and matters requiring policy interpretation to the Executive Director of Business Services for resolution.
4. Draft/update standard operating procedures
5. Cross-train and work collaboratively with other team members of the Business Office.
6. Represent the District in a professional manner and in the best interest of the District.
7. Perform additional duties and accept other responsibilities as may be assigned by the Executive Director of Business Services

MINIMUM QUALIFICATIONS & EXPERIENCE:

1. Knowledge and experience with:
   
   1. Principles and practices of government and procurement accounting.
   2. Budgeting and accounting principles and practices (3 years experience/training preferred).
   3. Arizona Procurement Code, and Uniform System of Financial Records (USFR) Purchasing Guidelines, Arizona Revised Statutes, Arizona Accounting Manual, Governing Board Policy.
   4. Standard purchasing procedures and practices.
   5. Principles and practices of governmental cash handling, including deposits and reconciliation.
   6. Principles and practices of facility use.
2. General office practices, time management, and organizational skills.
3. Associate or Bachelor's degree in a related field (preferred).

OTHER REQUIREMENTS:

1. Competencies required:
   
   1. Effective communication and collaborative skills
   2. Ability to operate office technologies including phone computer, printer, fax machine, copier and scanner
   3. Ability to utilize office computer software including, but not limited to, accounting database, word processing, spreadsheets, presentation software, email, and internet applications
   4. Ability to perform arithmetic calculations quickly and accurately.
   5. Adhere to and provide guidance for others to follow standard purchasing procedures and practices
   6. Ability to prepare specifications and contracts for a large diversity of items
   7. Demonstrate ability to carry out assigned work with minimal supervision.
2. Such alternatives to the above qualifications as the Board may find appropriate and acceptable.

ESSENTIAL DUTIES:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the tasks, duties, knowledge, skill, and/or ability required. This is illustrative only and is not a comprehensive listing of all duties and tasks performed by employees in this role. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
PHYSICAL AND WORK ENVIRONMENT:
The employee regularly works indoors.
The noise level in the work environment is moderate to loud.
The employee may be exposed to machinery, potential physical harm, hazardous chemicals, and infectious diseases.
TERMS OF EMPLOYMENT:

• Hourly Support Staff
• 12 Months
• 10 hours per day, 4 days per week (Mon-Fri)
• Sick/Personal & Vacation Leave
• Benefits per Board Policy
• Participation in Arizona Retirement System (ASRS)

COMPENSATION:
Level 10 on the Support Staff Wage Schedule
SUPERVISED BY:
Executive Director of Business Services