PALM SPRINGS UNIFIED SCHOOL DISTRICT

Job Description

BUYER-CONTRACTS SPECIALIST

BASIC FUNCTION:

Under the direction of the Director- Purchasing, perform a variety of duties involved in the purchasing of equipment, supplies and services for the District; request informal quotes, process formal bids and Requests for Proposals; review and evaluate information for compliance; present recommendations for formal awards and process subsequent purchase orders, contracts and agreements; train and provide work direction to assigned personnel.

ESSENTIAL DUTIES:

Prepare and process informal quote requests, contracts, formal bids, requests for proposals and other bids as required; contact vendors for prices; identify bid specifications, develop bid packets and submit notices to appropriate agencies; coordinate job walks and pre bid meetings; respond to inquiries and review bids for compliance, responsiveness and responsibility; assure accuracy of bid information and data.

Review requests for consultants and service provider agreements for District departments and sites; prioritize agreements to comply with service dates and Board timelines; assess and evaluate potential risks and consult with departments prior to approval; review language and negotiate agreement terms;  review for required approval and update Board agendas to assure proper contract finalization.

Process public works contractor pre-qualifications; issue, prepare, receive and evaluate contractor questionnaires for State compliance; draft and distribute status letters regarding bidding; maintain related documentation; post prequalified contractors for public records; assure contractor compliance with status requirements.

Maintain and update vendor files; receive, review, prioritize and expedite requests to add new approved vendors; determine appropriate required documentation; review forms for completion and compliance with tax code regulations and other codes.

Process purchase orders and contracts within an assigned database; review approved requisitions for delivery dates, specifications, compliance and quotes; secure appropriate signatures; notify staff of additional purchase order requirements if applicable.

Communicate with vendors and personnel to exchange information, resolve discrepancies, correct errors and clarify issues related to purchase orders, product descriptions, invoices, statements, deliveries, prices and payments.

Prepare and maintain a variety of records and reports related to purchase orders, inventory, expenditures, product information, prices and assigned activities.

Train and provide work direction to assigned personnel.

Operate a variety of office equipment including a calculator, copier, fax machine, computer and assigned software; drive a vehicle to conduct work.

Prepare a variety of correspondence related to the purchasing function including memoranda, correspondence, bulletins and cancellation notices.

Train and provide work direction and guidance to assigned personnel as directed.

OTHER DUTIES:

Perform related duties as assigned.

KNOWLEDGE AND ABILITIES:

KNOWLEDGE OF:

Basic purchasing policies, practices and terminology.

Applicable laws, codes, regulations, policies and procedures.

Local vendors and sources of supply.

Technical aspects of researching, comparing and purchasing supplies, materials and equipment.

Record-keeping and report preparation techniques.

Operation of standard office equipment including a computer and assigned software.

Interpersonal skills using tact, patience and courtesy.

Principles of training and providing work direction.

Oral and written communication skills.

Telephone techniques and etiquette.

Correct English usage, grammar, spelling, punctuation and vocabulary.

Mathematical computations.

ABILITY TO:

Perform a variety of technical duties involving the purchase of services, supplies and equipment.

Research and evaluate sources of supply.

Obtain verbal and written price quotations.

Prepare, review, verify and process purchasing forms and documents.

Order items in accordance with policies and procedures.

Maintain vendor lists and catalogs.

Process bid specifications.

Train and provide work direction to others.

Operate standard office equipment including a computer and assigned software.

Establish and maintain cooperative and effective working relationships with others.

Understand and follow oral and written directions.

Plan and organize work.

Communicate effectively both orally and in writing.

Maintain records and prepare reports.

Meet schedules and time lines.

Add, subtract, multiply and divide quickly and accurately.

Type or input data at an acceptable rate of speed.

EDUCATION AND EXPERIENCE:

Any combination equivalent to: college-level course work in business administration, accounting or related field and four years of experience in the purchase of supplies and equipment.

WORKING CONDITIONS:

ENVIRONMENT:

Office and warehouse environment.

Driving a vehicle to conduct work.

PHYSICAL DEMANDS:

Dexterity of hands and fingers to operate a computer keyboard.

Hearing and speaking to exchange information in person or on the telephone.

Seeing to read a variety of materials.

Sitting for extended periods of time.

Bending at the waist, kneeling or crouching to file materials.

EVALUATION:

Performance of this job will be evaluated in accordance with provisions of Board policy on Evaluation of Management/Confidential employees.