Assistant Director of Purchasing

Assistant Director of Purchasing

The job of Assistant Director of Purchasing was established for the purpose of assisting the Director with purchasing, warehousing, and mail programs and services; providing supervisorial duties in the absence of the Director; providing information and serving as a resource to others; achieving defined objectives by planning, evaluating, developing, implementing, and maintaining services in compliance with established guidelines; and serving as a member of the Business Services leadership team. Reports to the Director of Purchasing for Timpanogos School District.

Essential Functions:

• Assists internal and external auditors in providing requested information (e.g. purchasing procedures, contracts, purchase orders, requisitions, etc.) to provide information and general support.
• Authorizes purchase orders, contracts, and bids to ensure vendor compliance with regulatory requirements and established guidelines.
• Collaborates with internal and external personnel (e.g. other administrators, auditors, public agencies, community members, etc.) to implement and/or maintain services and programs.
• Contacts vendors to verify information and/or respond to inquiries.
• Coordinates activities and functions (e.g. pre-bid conferences, vendor presentations, informational meetings with varied staff, etc.) to ensure best practices in procurement.
• Directs department operations; the maintenance of services and the implementation of new programs and/or processes (e.g. establishing assignments, overseeing purchasing functions, etc.) to provide services within established time frames and in compliance with related requirements.
• Evaluates requisitions, change orders, bids, etc. used in the acquisition of supplies, equipment, and/or services to ensure compliance with bid and/or order documentation ensuring proper use of district funds.
• Evaluates vendors and bids to determine their capability to meet state, district, and department requirements.
• Facilitates meetings, workshops, seminars, etc. to identify issues, develop recommendations, support other staff, and serve as a District representative.
• Initiates bidding process (e.g. prepare specifications, evaluate bids, recommend vendors, etc.) to secure items and/or services within budget and in compliance with regulatory requirements.
• Maintains documents, files, and records (e.g. Requests for Proposal, purchase orders, vendor files, etc.) to provide up-to-date reference and audit trail for compliance.
• Manages a wide variety of program components (e.g. mail, warehouse, inventory, delivery, online auction/excess property, etc.) to ensure district compliance with established guidelines.
• Manages purchase card processes, procedures, controls, and access to ensure district and individual compliance with established guidelines.
• Recommends limit adjustments for approval by the Director of Budget and/or Assistant Superintendent, Business Services.
• Monitors budget allocations, expenditures, fund balances, and related financial activities to ensure that allocations are accurate, revenues are recorded, expenses are within budget limits, and/or fiscal practices are followed.
• Monitors purchase orders, contracts, bids, and budgetary expenditures; expedites delivery to ensure accurate allocation of funds and comply with regulatory requirements and established guidelines.
• Negotiates with vendors to ensure purchases are within district requirements.
• Participates in meetings, conferences, workshops, etc. (e.g. state procurement regulations, school procurement laws, education classes, etc.) to understand the changes for updating and implementing district procurement procedures.
• Performs other related duties as assigned to ensure the efficient and effective functioning of the work unit.
• Performs personnel functions (e.g. interviewing, evaluating, supervising, training, etc.) to maintain adequate staffing, enhance productivity of personnel, and achieve objectives within budget.
• Prepares a variety of written materials to ensure compliance with code and policy (e.g. purchase orders, requisitions, change notices, bids, board reports, etc.) to document activities, analyze performance, provide written references, and/or convey information.
• Processes documents and materials (e.g. orders, receipts, deliveries, mail, invoices, warehouse orders, vendor files, etc.) to acquire resources to support district operation in compliance with established guidelines.
• Researches new products, laws, regulations, etc. to recommend purchases, and contracts and maintain district-wide services.

Other Functions: Performs other duties as assigned for the purpose of ensuring efficient operations.

Experience: 5 years purchasing. 2 years public purchasing. 2 years of management preferred. Education: Bachelor's degree in a job-related area. Certificates & Training: CPM, CPSM, CPPO, CPPB, or Utah Buyer's Certificate preferred.