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Director Purchasing

Tacoma Public Schools

Expected Start Date: October 2019

FTE: 1.0

Salary Level: $114,453 - $139,333 DOE

Union/Days per year: Exempt 260 work days, 12 month

Benefits: This job has the full range of benefits offered by Tacoma Public Schools.

Tacoma Public Schools is seeking a Purchasing Director as an integral part of our team who possesses a passion for purchasing and an in-depth understanding of best-in-class procurement practices, an adaptive and innovative leadership style, and the vision to see how small changes can create a big impact in the lives of our students.

#JoinTeamTacoma
Additional Information:
Bachelor's degree in business or public administration or a related field and five years of progressively responsible experience in purchasing in a large governmental organization, including contract administration
Certified Public Purchasing Officer (CPPO) required.
Attach a letter of interest/cover letter and a resume to your application

JOB SUMMARY
This position directs the District-wide functions for contracts, purchasing, warehousing and distribution, the procurement card system, the District mail room and the printing and graphics department under the direction of the Chief Financial Officer. The position manages all purchasing functions including bids, requests for proposals, and quotes for materials, equipment and services, including software; recommends and implements District-wide policies and procedures, and develops and manages annual budgets. This position also manages printing and distribution activities, including the copier machines deployed at each school site and department offices.

ESSENTIAL JOB FUNCTIONS
1. Directs all District purchasing functions including cost control, marketing, compliance and the procurement card system; procures appropriate equipment and establishes copy machine configurations for all schools and departments; develops and ensures compliance with procedures for purchasing; communicates procedures to staff at schools and other sites.
2. Oversees the administration and termination of all contracts, agreements, leases, and letters of understanding into which the Districts may enter; ensures compliance with relevant state and federal laws and regulations; assists other administrators in contract compliance and enforcement; oversees the preparation, review, and approval of new and existing contracts or agreements for the District; modifies contracts as needed; works with the Chief Financial Officer, General Counsel, and outside counsel to ensure compliance, fulfillment, and better utilization of contracts, leases and agreements.
3. Develops and publishes calls for bids for public works; receives, opens, and tracks bids through the process; reviews bid recommendations from Planning and Construction; prepares recommendations for presentation to the School Board; maintains the small works roster; provides prevailing wage amounts to contractors; completes documentation and sends to the state.
4. Manages the procurement card program for the District; monitors usage; works with Finance department staff regarding procurement card issues; performs site visits with District auditor to audit card use; works with bank to resolve errors and discrepancies; maintains all related files and records; prepares and presents reports.
5. Manages the purchasing inventory for the District warehouse; orders items at the most advantageous time and price; accepts or rejects overages or shortages in shipments; edits and coordinates the preparation of District supply catalogs; develops and manages purchasing and warehouse budgets; reconciles and verifies annual physical inventory; approves requisitions from outside school Districts to purchase from the District warehouse; manages and maintains the computerized inventory management system; monitors usage patterns of items carried in stock; adds or deletes stock items as needed; administers the District's fixed assets program; prepares and presents reports to administrators; manages reusable furniture program ensuring optimal use of existing assets.
6. Supervises, interviews, and recommends for hire, trains, and evaluates assigned purchasing and warehouse staff.
7. Contacts vendors to correct discrepancies in delivery or invoice pricing; coordinates the return of merchandise; negotiates with vendors regarding restocking fee and freight charges.
8. Collaborates with the Technology Services staff to develop and implement upgrades and improvements to the District's on-line purchasing module of the District's financial system.
9. Approves and/or purchases items from requisitions submitted from schools and departments; analyzes all requisitions for state and federal mandated bid limits and public works; analyzes quotes and determines awards.
10. Prepares contract and purchasing training materials; conducts training for District personnel regarding contract preparation and procedures, purchasing procedures, and the District's computerized purchasing system.
11. Answers inquiries regarding contracting and purchasing activities; performs background research and follow-up activities; liaises with Finance staff, department/school staff, and vendors to resolve problems.
12. Manages District-wide distribution and mail room activities ensuring intra-District mail and US mail are sorted and delivered in a timely manner to all District schools and buildings on business days.
13. Directs the activities of the printing and graphics department; ensures operations are efficient and effective; compares print jobs with outside vendors to ensure reasonable costs of operations; manages the lease, purchase and deployment of multi-functional copiers throughout the District.
14. Manages District fixed asset equipment, including accounting, purchasing, tagging, inventory and reporting; ensures District assets are properly managed and tracked.

OTHER JOB DUTIES
1. Maintains and updates knowledge and skills necessary for success in the position by participating in professional development activities as needed or as assigned.
2. Assists in the negotiation of real property purchases for the construction and remodeling of schools.
3. Performs related duties as assigned, on a temporary basis.
4. Regular, reliable, predictable attendance or physical presence is an essential job requirement and critical to the performance of the work.

Knowledge, Skills and Abilities
Knowledge of proper public sector purchasing and contracting practices and procedures.
Knowledge of pertinent statutes, regulations, and procedures relating to governmental purchasing and contracting.
Knowledge of public works contracts.
Knowledge of preparing bids and quotations.
Knowledge of supervisory principles and practices.
Knowledge of effective warehousing and distribution practices and procedures.
Knowledge of contract compliance policies and laws.
Knowledge of contract provisions and their legal implications.
Knowledge of fixed asset systems including bar coding and computerized records.
Skill in obtaining, clarifying, and exchanging information.
Skill in using computer software including word processing, spreadsheet, database, and network applications.
Skill in making presentations and training staff.
Skill in decision-making and problem-solving.
Skill in producing effective written documents, including specifications.
Ability to demonstrate reasonable, reliable, and regular attendance.
Ability to organize, prioritize, and coordinate activities.
Ability to perform complex arithmetical calculations.
Ability to concentrate on detail and be precise.
Ability to establish and maintain effective working relationships with a variety of people in a multi-cultural, diverse socio-economic setting.
CONDITIONS
Required to concentrate on detail; required to adjust to shifting priorities; exposed to video display; may be required to work irregular hours; occasionally required to deal with distraught people; required to travel to District and other sites; may be required to lift and carry up to 20 pounds, bend, squat, stoop, kneel, crouch, walk, twist, bend, climb, and/or be mobile.

MINIMUM QUALIFICATIONS
Education and Experience
Bachelor's degree in business or public administration or a related field and five years of progressively responsible experience in purchasing in a large governmental organization, including contract administration; or
any combination of experience and training which provides the applicant with the knowledge, skills, and ability required to perform the work.
Licenses/Special Requirements
Valid Washington State driver's license with access to personal transportation.
Certified Public Purchasing Officer (CPPO) required.
Fingerprints and successful WSP and FBI background clearance/sexual misconduct clearance.

Allowable Substitution
Equivalent combinations of education and experience will be evaluated by the Human Resources Department for comparability.

D-20-13

This job description is not an employment agreement or contract. Tacoma School District administration has the exclusive right to alter this job description at any time without notice. The statements contained herein reflect general details as necessary to describe the primary functions of this job, the level of knowledge and skill typically required and the scope of responsibility, but should not be considered an all-inclusive listing of work requirements. Individuals may perform other duties as assigned including work in other functional areas to cover absences or relief, to equalize peak work periods or otherwise balance the workload.

Tacoma Public Schools does not discriminate in any programs or activities on the basis of sex, race, creed, religion, color, national origin, age, veteran or military status, sexual orientation, gender expression or identity, disability, or the use of a trained dog guide or service animal and provides equal access to the Boy Scouts and other designated youth groups. The following employees have been designated to handle questions and complaints of alleged discrimination: Civil Rights Coordinator: Lisa Nolan, 253-571-1252, lnolan@tacoma.k12.wa.us; Title IX Coordinator: Eric Hogan, 253-571-1191, ehogan1@tacoma.k12.wa.us; and 504 Coordinator: Elementary, Tracye Ferguson, afergus@tacoma.k12.wa.us, 253-571-1096; Secondary, Jon Bell, jbell2@tacoma.k12.wa.us, 253-571-1225. Address: P.O. Box 1357, Tacoma, WA 98401-1357.

HRInfo@tacoma.k12.wa.us, (253) 571-1250

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