GLENDALE UNIFIED SCHOOL DISTRICT

CLASS DESCRIPTION

DIRECTOR, PROCUREMENT AND CONTRACT SERVICES

DEFINITION

Organizes, coordinates, and participates in the acquisition, inventory, and delivery of equipment, materials, supplies and services; supervises and evaluates personnel. Develops specifications, advertises for bids, solicits quotations, analyzes bids and quotations received, prepares contracts and recommends awarding of contracts and placing of purchase orders.

DISTINGUISHING CHARACTERISTICS BETWEEN CLASSES

The Director, Procurement and Contract Services performs supervisory duties and administers the work of the Purchasing Department.

A Purchasing Agent performs lead supervisory duties and administers the work of the Purchasing and Duplicating operations.

A Senior Buyer performs the more complex buying and purchasing of school supplies, materials, services and equipment, including the preparation of complete bid packages.The position assists with the supervision of other purchasing activities and trains new staff members.

A Buyer purchases a variety of standard school supplies, materials, services, and equipment.

SUPERVISION RECEIVED AND EXERCISED

General supervision is provided by the Chief Business & Financial Officer.

General supervision is exercised over buyers and clerical personnel.

EXAMPLES OF DUTIES

Plans, organizes, assigns, directs, and reviews the work of the Purchasing Department; prepares, reviews, and approves specifications, bid documents, and contracts.

Establishes purchasing and inventory policies and procedures in accordance with laws, regulations and District policies.

Establishes the Purchasing Department as a "Best in Class" operation that coordinates, collaborates and partners with departments to achieve the District's global goals.

Creates and maintains a positive customer service environment.

Develops and processes bids, purchase orders, and requisitions involved in obtaining a variety of school supplies, materials, services, and equipment; makes recommendations for standardization.

Develops Public Service bids and contracts utilizing applicable codes, such as public contract, labor, government, education, and health and safety.

Responsible for District compliance with legally required participation in Public Service bids by Minority Business Enterprises/Women's Business Enterprises/Disabled Veteran's Business Enterprises (MBE/WBE/DVBE).

Analyzes bids received for conformance and compliance with established standards and for the completeness of data; recommends awarding of contracts and bids.

Writes specifications; determines sources for products and services obtained, secures price quotations and comparisons; establishes vendor delivery and billing requirements

Prepares and maintains annual Purchasing Department budgets.

Contacts vendors and sales representatives regarding late orders, undelivered material, and shipment discrepancies; coordinates with warehouse and accounts payable.

Insures sufficient stock levels and delivery schedules of items commonly used in the District.

Develops and maintains purchasing records, buying schedules and files; maintains catalogues of vendors; coordinates computer terminal input of the purchasing system.

Develops alternative methods for work simplification and cost reduction.

Develops and maintains programs and procedures for inventory of District equipment.

Assists with Hazardous Material Communication Program; maintains computerized program; distributes Material Safety Data Sheets, coordinates hazardous material program with schools and departments.

Researches and writes a variety of reports, memoranda and letters.

Performs related work as required.

CLASS QUALIFICATIONS

Knowledge of:

Purchasing principles, procedures, terminology, and legal requirements in a school district.

Inventory practices.

Public Service bid requirements and procedures.

Principles of supervision, training, and performance evaluation.

Sources of supplies, equipment, and the commodity markets.

Microcomputer technology.

Ability to:

Schedule and provide lead supervision to purchasing personnel.

Establish and maintain effective working relationships with others.

Interpret general laws, rules, and regulations affecting District purchases.

Prepare bid documents and write specifications.

Communicate effectively orally and in writing.

Coordinate complex record keeping.

Exercise sound judgment.

Be insured and maintain vehicle liability and property damage insurance.

EMPLOYMENT STANDARDS

Minimum requirements:

Five years of experience in purchasing activities, preferably at the technical level with at least three years of supervisory experience.

Desirable Qualifications:

Advanced courses in purchasing, business administration, or closely related field.

Written and oral proficiency in a second language.

LICENSE OR CERTIFICATE

Possession of a valid State of California Class C driver's license.