Procurement Manager

Procurement Manager

Richland County School District One, South Carolina Classification Description Job Title: Procurement Manager FLSA: Exempt 240 Days Salary Range: $62,037.00 - $86,247.00

General Statement of Job Under occasional supervision, provides the acquisition of supplies, services and equipment by formal contract methods. Coordinates, formulates and administers contracts necessary to facilitate District programs and services. Reports to the Director of Purchasing.

Specific Duties and Responsibilities Essential Functions:

• Manage and organize preparation of bid/RFP specifications, soliciting bids and proposals and awarding contracts.
• Develops solicitations of $25,000 or more requiring formal contract procedures, including but not limited to determining which applicable special clauses are necessary, meeting all advertising requirements, issuing amendments as necessary, conducting and attending pre-bid conferences as required.
• Evaluates bids and proposals to determine if they are responsive to the solicitation; determines bidder responsibility and selects proper bid / proposal for award.
• Coordinates with vendors and department official on purchasing problems and participates in all phases of procurement operations relating to a wide variety of supplies, materials, equipment and services.
• Conducts proper contract administration; initiates default action, contract terminations and debarment action when required.
• Assists in coordinating training programs for Enterprise Resource Planning (ERP) Software Solutions.
• Analyzes procurement data to maximize consolidation efforts.
• Interviews and consults with sales representatives as necessary.
• Reviews periodicals and attends product/vendor expositions to keep abreast of new commodities and services on the market.
• Maintains vendor bid lists and performance files.
• Responds to customer problems and concerns and maintains open communication with principals, administrators, parents and other District personnel.
• Performs computer data entry to record and retrieve financial information and to prepare purchase orders, reports and correspondence.
• Receives, reviews, prepares and/or submits various records and reports including bid documents, proposals, requisitions, purchase orders, specifications, vendor applications, catalogs and product literature, buyers' reports, bid tabulations, contract documents and agreements, memos, correspondence, etc.
• Complies with all federal laws, state statutes, Board policies, administrative rules, and directives.

Additional Duties:

• Creates purchase orders; files orders and requisitions.
• Types and mails bid packages.
• Performs related duties as required.

Minimum Education and Training Requires a Bachelor's degree in purchasing, public finance, procurement or other relevant field supplemented by four years of governmental procurement experience, or an equivalent combination of education, training and experience that provides the required knowledge, skills and abilities.

Minimum Qualifications and Standards Required

Physical Requirements: Must be physically able to operate a variety of machines and equipment including a computer, calculator, telephone, etc. Must be able to exert up to five pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. Sedentary work involves sitting most of the time, but may involve walking or standing for periods of time. Must be able to lift and/or carry weights of five to ten pounds.

Data Conception: Requires the ability to compare and/or judge the readily observable functional, structural or compositional characteristics (whether similar to or divergent from obvious standards) of data, people or things.

Interpersonal Communications: Requires the ability of speaking and/or signaling people to convey or exchange information. Includes receiving assignments and/or direction from supervisor.

Language Ability: Requires ability to read a variety of policy and procedure manuals, codes and regulations, financial documents, trade journals, contracts, catalogs, etc. Requires the ability to prepare bid documents, contracts, purchase orders, reports, etc. with proper format, punctuation, spelling and grammar, using all parts of speech. Requires the ability to speak with and before others with poise, voice control and confidence.

Intelligence: Requires the ability to apply rational systems to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists; to interpret a variety of instructions furnished in written, oral, diagrammatic or mathematic form. Requires the ability to learn and understand relatively complex principles and techniques; to make independent judgments in absence of supervision; to acquire knowledge of topics related to primary occupation. Must have the ability to comprehend and interpret received information.

Verbal Aptitude: Requires the ability to record and deliver information, to explain procedures, to follow and give verbal and written instructions. Must be able to communicate effectively and efficiently with persons of varying educational backgrounds and in a variety of technical and/or professional languages.

Numerical Aptitude: Requires the ability to add and subtract totals, to multiply and divide, to determine percentages and decimals and to determine time.

Form/Spatial Aptitude: Requires the ability to inspect items for proper length, width and shape, and visually read various information.

Motor Coordination: Requires the ability to coordinate hands and eyes using office machinery.

Manual Dexterity: Requires the ability to handle a variety of items, keyboards, office equipment, control knobs, buttons, switches, catches, etc. Must have minimal levels of eye/hand/foot coordination.

Color Discrimination: Does not require the ability to differentiate colors and shades of color.

Interpersonal Temperament: Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under stress when confronted with emergency situations or tight deadlines.

Physical Communications: Requires the ability to talk and/or hear: (talking: expressing or exchanging ideas by means of spoken words; hearing: perceiving nature of sounds by ear).

Performance Evaluation Criteria

Job Knowledge: Has thorough knowledge of the methods, procedures and policies of the Purchasing / Financial Services Department as they pertain to the performance of duties of the Procurement Manager. Is knowledgeable in the laws, ordinances, standards and regulations pertaining to the specific duties and responsibilities of the position. Has thorough knowledge of the organization of the department and of related departments and agencies. Has considerable knowledge of the functions and interrelationships of Richland District One and other governmental agencies. Has thorough knowledge of generally acceptable procurement practices and business practices. Has thorough knowledge of the District procurement code and regulations. Is able to coordinate procurement projects involving various departments and schools. Is able to apply sound judgement when properly administering contracts. Is able to evaluate market trends and conditions that would affect competition and costs. Is able to analyze bids and determine the most economical award. Is able to prepare informative financial reports with extreme attention to detail. Has the ability to offer assistance to co-workers and employees of other departments, as required. Is able to take the initiative to complete the duties of the position without the need of direct supervision. Is able to read and interpret technical and financial materials, policies and codes, and related materials pertaining to the responsibilities of the job. Knows how to prepare reports, contracts, bid packages, etc. with accuracy. Has comprehensive knowledge of the terminology and various professional languages used within the department. Knows how to maintain effective relationships with personnel of other departments, professionals and members of the public through contact and cooperation. Knows how to react calmly and quickly in emergency situations. Has the mathematical ability to handle required calculations. Has the ability to plan, organize and prioritize daily assignments and work activities. Has good organizational, technical and human relations skills. Has the ability to learn and utilize new skills and information to improve job performance and efficiency. Has skill in the use of computers.

Quality of Work: Maintains high standards of accuracy in exercising duties and responsibilities. Exercises immediate remedial action to correct any quality deficiencies that occur in areas of responsibility. Maintains high quality communication and interaction with all District departments and divisions, co-workers and the public.

Quantity of Work: Performs described "Specific Duties and Responsibilities" and related assignments efficiently and effectively in order to produce quantity of work which consistently meets standards and expectations of the District.

Dependability: Assumes responsibility for completing assigned work. Completes assigned work within deadlines in accordance with directives, District policy, standards and prescribed procedures. Remains accountable to assigned responsibilities in the technical, human and conceptual areas. Attendance: Attends and remains at work regularly and adheres to District policies and procedures regarding absences and tardiness. Provides adequate notice to higher management with respect to vacation time and time-off requests.

Initiative and Enthusiasm: Maintains an enthusiastic, self-reliant and self-starting approach to meet job responsibilities and accountabilities. Strives to anticipate work to be done and initiates proper and acceptable direction for the completion of work with a minimum of supervision and instruction.

Judgment: Exercises analytical judgment in areas of responsibility. Identifies problems or situations as they occur and specifies decision objectives. Identifies or assists in identifying alternative solutions to problems or situations. Implements decisions in accordance with