Description

Position at IDEA Public Schools

Role Mission: The Procurement Administrator will assist with the purchase of goods, materials and services for assigned cost centers to ensure that the IDEA Public Schools operational needs are met, taking into account price, quantity, quality and delivery and to ensure continuity of resources to the organization. The vision of the Procurement Administrator is to provide the highest level of customer satisfaction by facilitating the efficient acquisition of goods and services, including leveraging our ERP system to facilitate BID/RFP processes, while keeping in compliance with local policy, procedures and State and Federal regulations.

Accountabilities

1. 100% of procurement is in line with specified cost, quality, and delivery targets.

• Purchase goods, materials, components, or services in line with IDEA policy
• Ensure continuous supply of required goods and materials and communicate any supply issues which may pose a risk or impact business operations
• Develop ideas and strategies to improve operational efficiency, add value, aid business performance, reduce cost, and work towards a strategy of continuous improvement related to vendor selection and pricing
• Develop and maintain strong supplier relationships including identification and fostering of strategic suppliers
• Maintain 100% compliance of local, State and Federal guidelines, during supplier negotiations and contract award process
• Assist requisitioners with 2-quote process and comparison matrix, as needed
• Research and evaluate existing and new suppliers for supply chain issues, quality standards, cost, consistency, and customer service
• Review and process vendor add requests in MUNIS within 1 business day of the request
• Provide support to end users via conference call or onsite training to "close the procurement gap" related to coding, required supporting documentation for requisitions or vendor issues
• Support Assistant Director of Procurement and Procurement Analyst team with RFP/BIDS process from start to finish of the process
• Assist with organizing and tracking data for all awarded RFP/BIDS
• Maintain record retention for ALL RFP/BIDS

2. 100% of vendor contracts approved according to Board Policy guidelines

• Negotiate contracts, pricing, and terms of business with suppliers and review opportunities towards savings by utilizing negotiation and procurement best practices in line with internal policy
• Act as liaison between campuses/departments and vendors, ensuring all contracts are approved and signed by the required individuals or groups
• Enter and track all contracts into Tyler Munis within 2 business days of execution. Ensure contract number is provided to all end users and vendors
• Communicate with vendors to ensure all invoices include appropriate contract numbers and information
• Work collaboratively and engage with stakeholders and suppliers regarding new projects, supplies and initiatives and advise of impact of change on purchasing and production activities
• Stay current and up to date on any changes that may affect the supply and demand of needed products and materials and advise stakeholders of any impact.
• Attend meetings and update stakeholders on issues or concerns, in particular when there is a risk which could prevent the organization meeting customer demands or where there are over capacity concerns.

3. 100% State and Federal grant-related and public works contracts are in compliance

• Remain up to date with new regulations and changes from TEA, USDOE, and other governing bodies.
• Identify and communicate with end user when Bid/RFP is required and assist in completion of Bid/RFP process as needed
• Ensure all submitted grant and public works contracts include supporting documentation
• Ensure no vendor relations are entered into with vendors whom have been debarred
• Obtain additional quotes and documentation as needed to ensure contract compliance
• Maintain open communication with staff across IDEA's regions

4. Live values of IDEA

• Believes and is committed to our mission: that all students are capable of getting to and through college
• Is driven by outcomes and results, and wants to be held accountable for them
• Has a propensity for action, willing to make mistakes by doing in order to learn and improve quickly
• Thrives in an entrepreneurial, high-growth environment; is comfortable with ambiguity and change
• Seeks and responds well to feedback, which is shared often and freely across all levels of the organization
• Works through silos and forges strong cross-departmental relationships in order to achieve outcomes
• Embodies IDEA's core values

Competencies:

• Knowledge of basic accounting procedures, purchasing and invoicing supplies, equipment, and services
• Ability to work with numbers in an accurate and rapid manner
• Ability to analyze and organize a complex filing system of bid-related documentation
• Ability to use personal computer and software to develop spreadsheets, databases, and word processing
• Strong math, analytical, organizational and communication skills are essential
• Detail oriented team player
• Ability to work independently as needed
• Strong interpersonal skills

Qualifications:

• Education: Bachelor's degree required, Business or Accounting preferred
• Experience: 1-3 years of previous experience in procurement and accounting, preferably in an education environment
• Excellent influencing, communication, coordination, and negotiation skills
• Ability to negotiate effectively
• Self-motivated

Knowledge and Skills: Microsoft Word, Excel, PowerPoint, 10 key

Compensation: Salaries for people entering this role typically start between $43,700 and $51,100, commensurate with relevant qualifications and experience. This role is also eligible for a performance bonus based on individual and organization goal attainment.

IDEA Public Schools does not discriminate on the basis of race, color, national origin, age, sex or disability, in admission or access to, or treatment of employment in its programs and activities. Any person having inquiries concerning the organization's compliance with the regulations implementing Title VI of Civil Rights Act of 1964 (Title VI), Section 504 of the Rehabilitation Act of 1973 (Section 504), or Title II of the Americans with Disabilities Act of 1990 (ADA), may contact IDEA Human Resources at (956) 377-8000.