Compliance Analyst

Procurement Specialist

Responsible for the procurement of quality products and services for HCDE in accordance with established policies and procedures. Responsible for working closely with divisions and vendors in reviewing contract terms and conditions, ensuring contracts are complete with all attachments, exhibits, signatures and dates. Responsible for processing service provider requirements and overseeing the filing system for contracts, notifying divisions of contract expirations and maintaining an electronic database for contracts and supporting documents.

Qualifications

Education/Certification:

• Bachelor's degree in business or related field from an accredited university
• Professional certification in purchasing preferred
• Texas Association of School Business Officials (TASSO) certification preferred
• Membership in a professional purchasing organization
• Membership in TASSO

Special Knowledge/Skills:

• Ability to effectively utilize computers with experience in Microsoft Windows applications (Word, Excel and Access)
• Able to work with numbers in an accurate and rapid manner
• Able to organize, prioritize, meet established deadlines and handle multiple tasks
• Able to maintain accurate, confidential and auditable records
• Able to communicate effectively (verbal and written) using proper English grammar
• Knowledge of business and contract concepts
• Ability to research applicable federal, state and local laws

Experience:

• Two years purchasing experience with a school district or public agency preferred

Major Responsibilities and Duties:

• Process requisitions (purchase orders) in an effective and timely manner; ensure purchases are made in accordance with established policies: expedite outstanding purchase orders; and resolve complex issues concerning terms and conditions, price, delivery, etc. with vendors.
• Review bids, proposals, and other solicitation documents: work closely with client divisions to identify procurement needs and scope of work used in solicitation documents; assist facilitators with pre-proposal meetings; assist with the development and review of bid tabulations; organize evaluation committees; and maintain an accurate list of contract awards.
• Assist with P-Card reconciliation review and support.
• Monitor purchase order activity to ensure that all POs are issued within 72 hours of requisition.
• Work closely with client divisions and vendors assisting with scope of work for contracts, contract creation, reviewing contract terms and conditions, and ensuring contracts are complete with all attachments, exhibits, signatures and dates; ensure executed contracts are filed accordingly.
• Maintain and ensure the timely renewal of annual contracts, leases and rental agreements and process contracts requiring renewal; ensure that required documentation is received from vendors.
• For assigned RFPs, review Board agenda items in an accurate and timely manner, ensuring contracts requiring Board approval are placed on the agenda by client divisions, and contain all required documentation and signatures.
• Obtain and ensure all necessary insurance certificates, performance bonds, and bid bonds are maintained.
• Provide excellent customer service to all users regarding all purchasing functions.
• Maintain a positive attitude and a neat and professional appearance that exemplifies confidence and professionalism.
• Maintain confidentiality and excellent public relations with all parties.
• Provide training to client user divisions on purchasing operations and requisition processing.
• Be familiar with and assist with duties assigned to other Purchasing personnel when necessary.
• Assist divisions with obtaining pricing and quotes.
• Advise divisions regarding purchasing procedures.
• Assist with the preparation and submission of procurement awards applications.
• Perform other duties as assigned.