Job Description
MANAGER, PURCHASING SERVICES
SUMMARY: Manages purchasing, warehousing, and mail operations; interacts with various public agencies, Office staff, and vendors to expedite activities according to established procedures; develops, monitors, and evaluates procurement procedures; supervises support staff; and performs all other related duties.
ACTIVITIES:
50% PROGRAM MANAGEMENT
Directs, coordinates, and monitors purchasing, warehousing, and mail operations; prepares special purchasing reports; coordinates periodic updating of defined objectives; directs, coordinates, and supervises the preparation of highly complex bid specifications; provides professional and technical assistance in preparing Requests for Proposals (RFPs), contracts, and bid proposals; interviews and assists vendors as potential bidders or suppliers; prepares, administers, and monitors operational budget; coordinates contract sharing, bid development, and purchasing/warehousing systems development; participates in professional organizations to stimulate communication between Office and local school districts; interacts with financial agencies and departments on lease, lease purchase, and refinancing opportunities; reviews and approves awarding of contracts; develops and implements cooperative agreements and purchases; coordinates communication and activities with vendors and contractors; and develops and reviews written communication from purchasing, the warehouse, and the mail room.
25% POLICIES AND PROCEDURES
Recommends, coordinates, and monitors Office procurement-related policies and procedures; and analyzes, evaluates, and modifies purchasing methods and procedures.
20% SUPERVISION
Selects, trains, coordinates, and evaluates support staff; and develops and provides inservice training programs.
5% RELATED ACTIVITIES
Schedules, coordinates and assigns special projects; oversees cafeteria committee; evaluates and monitors cafeteria operations, including expenditure of cafeteria profit-sharing revenues; and performs all other related duties.
DECISION-MAKING AND PROBLEM-SOLVING: Selects and trains staff; develops budget and monitors expenditures; prepares professional and technical recommendations for bidding proposals; and monitors procurement compliance with established laws, procedures, and policies. Participates in forecasting trends and long-term planning for major unit of Office; implements long-term plans in division; requires some independence and autonomy in decision-making within framework of broadly stated policy guidelines, precedents, specialized knowledge and prior research; situations are varied and sometimes highly complex; and makes program decisions that sometimes have major impact on and/or its clients.
REQUIRED MINIMUM SKILLS AND ABILITIES: Knowledge of purchasing, warehousing, and mail room operations; knowledge of the supplies, materials, equipment, and services commonly used by government agencies; knowledge of federal, state, and local laws and ordinances relating to purchasing; ability to use analytical and organizational skills to procure goods and services to meet Office needs; advanced skill in communicating in critical situations orally and in writing, with business, education, and community leaders; advanced skill in financial and other statistical analysis; advanced skill in program building, operations, funding, and maintenance; skill in personnel management through coordination and cooperation; and advanced skill in adapting style in divergent situations with groups on a frequent basis.
REQUIRED MINIMUM TRAINING, EDUCATION, AND LICENSING: Bachelor's degree from an accredited college or university with major course work in purchasing, marketing, accounting, or a related field; possession of a Certified Purchasing Manager certificate is preferred; and a valid California driver's license.
REQUIRED MINIMUM PRIOR WORK EXPERIENCE: Five years of job-related experience with demonstrated competence; a Certified Purchasing Manager certification can substitute for up to one year of experience.
REQUIRED INTERACTION (NON-AUTHORITY): Contacts are somewhat unstructured, and are primarily with high-level individuals inside and outside the Office, such as program managers, public agency administrators, county counsel, and vendors; and contacts require planning, promoting, strategy development, decision-making, and problem-solving.
SUPERVISION: Directly supervises professional/specialist and other support staff.
Revised: November 1989, January 10, 2001
Personnel Commission Approval:
Approved by Board of Education: December 7, 1988