ASSISTANT DIRECTOR OF PURCHASING

BASIC FUNCTION:

Under the direction of the Director of Purchasing, assist the Director in managing the development, operation, and implementation of programs and functions of the Purchasing, Receiving and Distribution, Inventory, and Publications Departments; supervise and evaluate the performance of assigned staff.

REPRESENTATIVE DUTIES:

Assist the Director in overseeing the day-to-day operations of the Purchasing, Receiving and Distribution, Inventory and Publication Departments ensuring implementation of program objectives, department standards, and the strategic plan; respond to a variety of issues; assume responsibility for the department operations in absence of the Director.

Screen requisitions from schools and department to add or revise data to conform to contractor market terminology, district policy and procedure, and accounting requirements. Process the most complex orders and transactions, bids, and quotes. Assign processing of orders as appropriate to Sr. Buyers, Buyers, and Assistant Buyers. 

Coordinate activities to control functions of inventory control; manage the District's capital equipment and inventory programs including management of inventory control and record-keeping activities, coordinate the transfer and redistribution of equipment, and management of surplus property disposal activities.  

Coordinate activities to control the function and activities of the District’s  Receiving and Distribution Center, and publication unit.  

Work with the Director of Risk Management to control purchases of products which are, or could be, hazardous or toxic.

Prepare bids and write specifications; open and analyze bids; summarize bids and prepare written recommendations for contract awards to the Board.  Act as technical advisor to school and department officials during bid preparation ensuring compliance with all applicable local, state, and federal statutes. 

Approve a variety of purchase requisitions and purchase orders.

Communicate with other administrators, District personnel and outside organizations to coordinate activities and programs, resolve issues and conflicts and exchange information; meet with vendors and District staff regarding purchases. 

Oversee maintenance contracts for District equipment; create, review, and make recommendations for contracts for District services providers; manage contracts, records, and databases.

Supervise and evaluate the performance of assigned staff; interview and select employees and recommend transfers, reassignment, termination, and disciplinary actions; plan, coordinate and arrange for appropriate training of subordinates.

Provide technical expertise, information, and assistance to the Director regarding assigned functions; assist as needed in the formulation and development of policies, procedures, and programs.

Direct the preparation and maintenance of a variety of narrative and statistical reports, records and files related to assigned activities; prepare various reports, bids and quotation documents as assigned.

Develop and prepare the annual preliminary budget for the department; analyze and review budgetary and financial data; control and authorize expenditures in accordance with established limitations; coordinate year-end activities, including closing orders as necessary, and purchase order roll-over processes.

Attend a variety of meetings to maintain current knowledge of legal codes and requirements; conduct and facilitate meetings.

Operate a computer and other office equipment.

Perform duties as they relate to the classification.

KNOWLEDGE AND ABILITIES:

KNOWLEDGE OF:

Planning, organization and direction of the purchasing, warehouse and inventory control functions of the District.

Applicable laws, codes, regulations, policies, and procedures.

Business management.

Warehousing, inventory, and materials control.

Health and safety rules and regulations.

Budget preparation and control.

Oral and written communication skills.

Principles and practices of administration, supervision, and training.

Interpersonal skills using tact, patience, and courtesy.

ABILITY TO:

Plan, organize, control and direct the Purchasing, Warehouse and inventory control functions and activities of the District.

Oversee and approve District-wide and site purchases and purchase orders.

Prepare bids, specifications, and related documents.

Supervise and evaluate the performance of assigned staff.

Communicate effectively both orally and in writing.

Interpret, apply, and explain rules, regulations, policies, and procedures.

Establish and maintain cooperative and effective working relationships with others.

Analyze situations accurately and adopt an effective course of action.

Meet schedules and timelines.

Work independently with little direction.

Plan and organize work.

Prepare comprehensive narrative and statistical reports.

Direct the maintenance of a variety of reports and files related to assigned operations and activities.

EDUCATION AND EXPERIENCE:

Any combination equivalent to:  bachelor's degree in business administration, public administration, finance, or related field and three years purchasing experience including formal bid preparation and one year in a supervisory capacity.  Experience in school district business purchasing is highly preferred.

WORKING CONDITIONS:

ENVIRONMENT:

Office environment.

PHYSICAL DEMANDS:

Hearing and speaking to exchange information and make presentations.

Seeing to read a variety of materials.

Dexterity of hands and fingers to operate a computer keyboard.

This classification description describes the general nature of the work performed, representative duties, as well as the typical qualifications needed for acceptable performance.   It is not intended to be a complete list of all responsibilities, duties, work steps, and skills required of the classification.