POSITION
DESCRIPTION
TITLE: DISTRICT
DIRECTOR, PURCHASING Class Code: 4216
|
GRADE: ADMINISTRATOR/C |
FLSA STATUS:
EXEMPT |
DESCRIPTION OF WORK
General Statement of Duties: Primary administrative position charged with
the responsibility of administering District-wide purchasing functions. Requires detailed knowledge
of State statutes and Board of Trustees policies and related procedures. Ensures strict adherence to bid dates and
specifications and serves as a resource to Board of Trustees on items submitted
for approval. Serves
as the District’s chief procurement officer.
Supervision received: Administrative direction
Supervision exercised: Upper level manager
RESPONSIBLE TO: Assoc. Vice Chancellor for Finance and Fiscal
Services
EXAMPLES OF DUTIES*
·
Assists in the
development and implementation of new policies, laws, rules and regulations
pertaining to the District’s procurement functions.
·
Plans, organizes
and directs the purchasing function for the District:
o
Directs,
delegates and controls purchasing work flow to insure timely handling to meet needs of District cost centers.
o
Emphasize use of
internet to seek and buy. Integrate such
concepts into BANNER and expand P-Card utilization.
o
Coordinates the
development and implementation of procedures and processes for delegated
purchasing authority.
o
Establishes and
maintains technological systems to manage, track and competitive bids,
proposals and requests for qualifications.
o
In conjunction
with the District’s IT department, manages and controls systemic access to the
automated procurement system as to approval of persons have access to writing
and approving purchase orders.
o
Promulgates the
establishment of standards for goods and services including establishment of
pricing agreements to increase efficiencies and effectiveness of the District’s
instructional and administrative operations.
o
Makes direct
contact with major prospective bidders to pursue acquisition of required goods
and services.
o
Reviews bids
process, vendor selection and contract preparation. Approves purchase orders.
o
Serves as primary
bidder/vendor contact in solving delivery, availability and related problems
from issuance to completion of purchase orders.
·
Implements Board
of Trustees policies and procedures and makes recommendations for revisions as
required. Monitors department functions for adherence to state statutes and
District policies and procedures.
·
Serves as the
District’s official representative with State of Texas cooperative purchasing
programs including the U.S. Communities and Texas Cooperative Purchasing
Network, Department of Informational Resources, TEX-MAS and Travel.
·
Management and
enhancement of official documents imaging and record retention.
·
Interacts with
District’s legal department and outside counsel to obtain approval of contract
documents as required by District policy.
·
Development and
approval of standard and custom contract documents for construction, technical
services, software licensing, facility maintenance and operations, instructional
programs, etc.
·
Develops and
monitors department budget.
·
Selects, trains,
evaluates and supervises assigned staff.
·
Promotes the
District’s Business Diversity program to assure inclusion in the District’s
business opportunities on a race and gender neutral basis.
* Any one position may not include all of
the tasks listed, nor do the examples necessarily include all of the tasks
performed.
QUALIFICATIONS FOR APPOINTMENT
Knowledge, Skills, and Abilities:
Comprehensive knowledge of college
administration.
Comprehensive knowledge of District policies and procedures
and laws governing purchasing, property management, land acquisition, and print
services for public entities.
Comprehensive knowledge of
principles and practices of purchasing for a public entity, especially a
college or university and e-commerce technology.
Demonstrated knowledge of regulations pertaining to public
entity-purchasing process.
Working knowledge of and ability to
use latest appropriate technology in the procurement field.
Advanced oral and written
communications skills to interact with a broad level of staff, Board of
Trustees, state agencies, vendors, etc.
Ability to exercise critical human
relations skills in establishing and maintaining effective working relations
with District employees and the public.
EDUCATION:
A Bachelor’s degree in Business
Administration, Public Administration, Accounting, or Economics is required.
Master’s degree preferred.
EXPERIENCE:
Six (6) years highly responsible
experience in the management of purchasing/procurement functions for a large
scale organization along with demonstrated knowledge of regulations pertaining
to public entity-purchasing process is required.
E-Commerce technology purchasing experience desired.
LICENSING
REQUIREMENTS
Current certification as a Certified Purchasing Manager or a
Certified Public Purchasing Officer is required.
PHYSICAL
REQUIREMENTS
Sedentary
Work: Exerting up
to 10 pounds of force occasionally and/or a negligible amount of force frequently
or constantly to lift, carry, push, pull or otherwise move objects, including
the human body. Sedentary work involves sitting most of the time. Jobs are
sedentary if walking and standing are required only occasionally and all other
sedentary criteria are met.
NOTE:
The above job description is intended to represent only the key areas of
responsibilities; specific position assignments will vary depending on business
needs.
CLASSIFICATION
HISTORY: Revisions
by the Associate
Vice Chancellor of Finance & Fiscal Services - May 2009.
EMPLOYEE’S
SIGNATURE (OPTIONAL)
DATE
SUPERVISOR’S SIGNATURE DATE
CONCURRENCE OF NEXT HIGHER LEVEL DATE