GENERAL PURPOSE
 
Under direction of the Assistant Superintendent of Business Services, plans, organizes, and directs the activities and operations of the District’s Procurement and Logistics department; supervises the acquisition and ordering of materials and supplies, including delivery, warehousing, security, inventory, and distribution; provides management of personnel and logistics, and facilitates mail delivery and other communications; and, as assigned, manages surplus and avoids waste; and, performs related duties and responsibilities.  

DISTINGUSHING CHARACTERISTICS

This single position class is responsible for directing, integrating, and managing the activities and operations of procurement and logistics.  The incumbent in this class ensures the District’s schools and departments receive economical, efficient, and expeditious service with acquisition, bidding, and awarding of contracts related to equipment, food, materials, and supplies, and that they are ordered, purchased, delivered, warehoused, inventoried, and distributed and provided accurately with accountability and transparency.  The objective of this position is to supervise the acquisition and delivery of products, ensure security, solve logistical challenges, and minimize disruptions.  Duties and responsibilities are broad and diverse in scope and require the exercise of discretion and a high degree of independent and sound judgment; responsible for management and supervision of senior and subordinate buyers, custodians, executive assistants, logistics technicians, and other employees, as needed.  

ESSENTIAL DUTIES AND RESPONSIBILITIES
 
 The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this class.

1. Plans the work of the Department of Procurement and Logistics and supervises personnel in the execution of such work by controlling, implementing, integrating, organizing, and monitoring performance to ensure vision and mission so that objectives are achieved and measured periodically to operate consistent with the annual budget.  
   
   
2. Directs, encourages, instructs, and evaluates staff and shares performance requirements and objectives; provides coaching, opportunities for professional development, and guides the execution of work; and, if necessary, takes disciplinary action to address performance deficiencies in accordance with local, state, and federal regulations, rules, and statutes, district policies and labor agreements; coordinates with the Director of Nutrition Services and other directors concerning needs of the department.      
   
   
3. Provides authorizations and consults with other department managers to develop and train competent staff, and provides advice and guidance in procurement, contracting, ordering and purchasing, delivery, inspection (and rejection of non-conforming goods); manages risk of loss, and storage subject to accounting, and provides inventories and updates them, including certifying receipt.   Manages major bids and contracts, evaluates bids, and supervises the bidding, award, and protest process, and works with District counsel as needed. Conducts bid openings and recommends successful bidder.  Maintains documents and records such as bids and awards, purchase orders, invoices, and receipts, including review and providing conforming copies, as required; monitors safety and security of personnel and materials and supplies, including food orders, and protects property from spoilage or waste; ensures rotation of products and timely consumption or use, and manages disposal and disposition of surplus; prepares reports and assists in the presentation and prosecution of claims, adjustments, and credits; renders accountings with oversight and transparency; and, manages vendors and third party service providers.  
   
   
4. Conducts periodic reviews, analyzes data and other information, coordinates with District personnel and vendors on procurement and logistics with other public agencies (piggybacking); locates proper sources of supply; makes recommendations based on competitiveness with safety and security; participates in the drafting of bid specifications, if needed, and also contract provisions, if requested; preserves information and processes amendments, claims, and credits; reduces risks of loss; and, operates warehouse and inventory systems, and provides training.  
5. Utilizes computer hardware and software, applications and programs; assesses stock for replenishment and standards for inventory control; enters and updates data; prepares periodic summaries, makes forecasts, monitors the price of commodities, materials, and supplies; seeks alternative sources and prices; administers the delivery and logistics systems for the District Office, schools, offices, cafeterias and other units as needed; monitors catalogs, price points, discounts, rebates, and credits; reviews marketing information and plans; and, provides communiques, recommendations, and reports to other directors for analysis, comment, and review.
   
   
6. Counsels staff on all phases of work, promotes cross-training, provides for professional development and expansion of economic opportunities in employment; trains staff on bids, awards, contracts, errors, execution, fraud, handling damages, amendments or modifications, written requirements, reasonable value, Uniform Commercial Code provisions, express and implied warranties; and, the right to reject non-conforming goods (food, materials, and supplies).  
   
   
7. Directs the activities and operations of the distribution of mail at the District.
   
   
8. Administers the District’s procurement cards, tracks authority and monitors conditions and expenditures, audits and reports compliance, and provides alerts regarding non-compliance, and initiates investigations by contacting the offices of certificated and classified personnel.  Oversees alternative fuel vehicle program, and the return, re-use, and recycle programs; checks or verifies performance and reports concerns regarding abuse, fraud, or waste.
   
   
9. Authors or contributes to memoranda, correspondence, reports, and calendars events, organizes catalogs, and maintains Board Agenda action items and minutes; maintains and oversees procurement and logistics records and provides certification thereof.  Provides responses to information requests for administration and risk management, and cooperates with District counsel.    
   
   
10. Directs the collection, sale, or storage of District property and identifies surplus materials and supplies for disposition; and, records disposition.
    
    
11. Coordinates with District Facilities/Maintenance and Operations to administer, develop and manage materials and supplies, execute inspections, and confirm delivery; may assist in the providing instructions concerning the repair or replacement of District property and the proper accounting and reconciliation of invoices and payments; may consult on District agreements for professional services as to architects and engineers, materials testing and inspection agreements, and for other services; and, may report apparent or perceived conflicts of interest to the offices of certificated and classified personnel.    

MINIMUM QUALIFICATIONS
 
Knowledge of:
 

1. Principles, practices, rules, regulations and laws related to public sector procurement, contracting, and distribution.
2. Sources and types of products, commodities, and services used by a public school district.
3. Federal and state laws, codes, and regulations and District policies and practices pertinent to areas of responsibility.
4. Warehouse operations, fixed asset tracking, and inventory control practices, methods, techniques, procedures, and terminology.
5. Methods and techniques of evaluating handling, storing and inspecting applicable materials.
6. District personnel policies and labor agreements.
7. Principles and practices of sound business communication.
8. Principles and practices of public administration, including budgeting, contracting, purchasing and maintenance of public records.
9. Principles and practices of effective management and supervision.

 
Ability to:
 

1. Plan, organize, manage, and integrate the activities of a large procurement and distribution operation to meet District business and operating objectives.
2. Define issues, analyze problems, evaluate alternatives and develop sound, independent conclusions and recommendations in accordance with laws, regulations, rules, practices, and policies.
3. Analyze and evaluate bid proposals, purchase requisitions, specifications, and other procurement-related documents.
4. Efficiently conduct vendor, services, and product research.
5. Draft concise, comprehensive bid specifications and contractual documents, with the guidance of District legal counsel, for highly technical products and services.
6. Communicate effectively in English both orally and in writing.
7. Understand, interpret, apply and explain applicable laws, codes, policies and procedures.
8. Prepare clear, concise, and comprehensive reports and written materials in English.
9. Present proposals, recommendations, and technical information clearly, logically and persuasively.
10. Organize, set priorities, and exercise sound independent judgment within areas of responsibility.
11. Establish and maintain effective working relationships with those encountered in the course of work.
12. Use tact and diplomacy in dealing with sensitive situations and concerned people and customers.
13. Operate a computer and standard business software.

 
Education, Training, and Experience:

• A Bachelor’s degree with a major in public administration, business administration, or a closely related field; and,

• Eight (8) years of progressively responsible procurement and distribution experience, at least three (3) of which were in a management or supervisory capacity.

 
Experience in a public agency is preferred, but not required.
 
Equivalency Provision:
Graduate work in Public Administration, Business Administration, or closely related field may be substituted for the required general experience on a year-for-year basis up to two years.
 
Licenses; Certificates; Special Requirements:

• A valid California Driver’s License
• Proof of automobile liability insurance

 
Certified Professional Purchasing Manager (CPPM) Certification is highly desirable.
 
PHYSICAL AND MENTAL DEMANDS
 
The physical requirements indicated below are examples of the physical aspects that this position classification must perform in carrying out essential job functions.

• Dexterity of hands and fingers to operate a keyboard. 
• Hearing and speaking to exchange information in person or on the telephone. 
• Seeing to read a variety of materials. 
• Work at a desk, conference table or in meetings of various configurations. 
• Read, interpret, and apply rules, regulations, policies and procedures. 
• Safely lift/handle materials to the extent of 25 pounds.
• Reach in all directions.
• Stand, sit and walk for extended periods of time.

 
Persons with disabilities may be able to perform the essential duties of this class with reasonable accommodation. Reasonable accommodation will be evaluated on an individual basis and depends, in part, on the specific requirements for the job, the limitations related to disability and the ability of the selection authority to accommodate the limitation.