Job Description
Spring Branch Independent School District
Job Description
Assistant Director Office of Procurement Services (OPS) - Purchasing/Central Warehouse
Job Title:Assistant Director Office of Procurement Services (OPS) - Purchasing/Central WarehouseReports To:Executive Director of Compliance and ProcurementClassification:AdministrativeWage/Hour Status:ExemptDays:230Salary:See Compensation Plan for Administrative/Professional Pay Plan, Pay Grade 107Contract:Non-Chapter 21Date Revised:11/15/2023Primary Purpose:This position will assist with compliance, cost-savings initiatives, policy and procedure recommendations, and overall management of day-to-day operations including negotiations and conflict resolution with internal and external stakeholders. This position is responsible for overseeing the District's centralized purchasing program and acts as an advisor to the executive leadership on all matters related to the purchasing of goods and services in the district.
Qualifications/Skills
Education/Certification:
• Bachelor's degree in a business field (required).
• Master's Degree in business field (preferred).
• Certification through TASBO, NIGP, or ISM (preferred).
Special Knowledge/Skills
• This individual will be required to operate with a high level of discretion, ethics, and integrity, as well as possess excellent judgment.
• Exemplifies exceptional leadership, effective communication skills, personal integrity, discretion, ethics, and collaborative leadership style.
• Ability to effectively direct, teach, and motivate others and be skilled in dealing with people on all levels.
• Ability to manage/supervise and work with people effectively.
• Excellent communication and interpersonal skills. Possess strong communication skills with the ability to maintain effective working relations with internal customers and vendor community.
• Advanced skills and experience in effectively operating Windows applications of Microsoft Word, Excel and Access (i.e. word processing, spreadsheets, etc).
• Advanced skills in developing and preparing specifications and scopes of work.
• Experience in expediting/implementing large orders, turn-key projects.
• Knowledge of Texas school district/municipal purchasing laws, rules and regulations.
• Knowledge of and skill applying advanced purchasing tools and techniques.
• Ability to organize, prioritize, meet established deadlines and handle multiple tasks.
• Knowledge of standard public/private purchasing procedures.
• Ability to follow instructions and plan work for others.
• Success with training and managing employees.
• Strong customer service skills.
• Possess strong trouble shooting skills.
Experience
• Five (5) years experience in purchasing, business, industry, or educational setting required.
• Business office management experience
• Contract negotiations and specification development
• Personnel management
• Exceptional technology experience
Major Duties and
Responsibilities
Program Management:
• Advanced experience in program management.
• The Office of Procurement Services (OPS) strives for continual process and service improvements. OPS is also responsible for the District's surplus program.
• Assist Executive Director with the administration of the Procurement Services Department to ensure compliance with all federal, state, local and district regulations, policies and standards.
• Identify procurement needs and help the Executive Director set priorities and achieve department goals.
• Coordinate with the Executive Director in the preparation of accurate reports on spend management, Key Performance Indicators and operating costs for the Department and the District.
• Provide technical assistance where necessary.
• Oversee the Records Management program in the District.
• Assist Executive Director with the planning and development of Procurement Services budget, and capital improvement plan.
• Provides guidance on goods and services procurement, consistent with District policies, applicable laws, and best practices
• Responsible for districtwide acquisition planning and contract execution
• Reviews budget and resource allocations and employee performance against department objectives and service delivery items to ensure productivity, high quality work, and workforce development.
• Manages and coordinates special assignments as provided by the Executive Director.
Personnel Management And Training
• Supervises procurement personnel as assigned by the Executive Director
• Develop and conduct in-service training for District Office and Campus Budget Managers and administrative assistants.
• Oversee training program of new Principals and Assistant Principals and new employees.
• Train and assist new administrative assistants in procurements process and in the use of software in the purchasing of goods and services.
• Train, develop and mentor the Purchasing staff to ensure staff development in providing goods, services and customer satisfaction.
• Collaborate with Manager of Central Warehouse on operational issues.
• Responsible for assisting district employees and vendors with purchasing procedures and troubleshooting.
• Engage in professional growth opportunities to gain an awareness of current best practices.
Policy And Procedures
• Maintain an awareness of current procurement policy and procedure changes at the federal and state level.
• Assist Executive Director to develop standards and procedures for all program areas including financial management, and pupil services; communicate procedures and their purposes to procurement services personnel.
• Develop, revise, and maintain procurement services procedure manual.
• Act as management team member in the development of the department's program goals.
Procurement Administration
• Analyze complex district requirements and identify campus and/or department needs, including requirements for educational equipment and supplies, school office furniture, maintenance and repair items, construction and professional services.
• Collaborate with end-users to develop specifications and scopes of work, determine methods of procurement and issue complex solicitation documents in compliance with District policies and State/Federal procurement laws.
• Act as primary cross-functional procurement support in planning and equipping new facilities.
• Develop highly technical specifications and scope of work used in solicitation documents.
• Monitor purchase requisitions, bids, proposals, and quotes to ensure compliance with laws, TEA guidelines, Board policies and administrative procedures.
• Facilitate the expediting of purchases and facilitate deliveries.
• Prepare detailed analysis and reports on various aspects of the procurement process to include the gathering of information on behalf of the Executive Director such as audits etc.
Communication
• Represents the District at local, state and national organizations and at professional activities to maintain the image of the District and to create public support for departmental programs.
• Establish and maintain a relationship and effective communication between district personnel, management, vendors, and patrons.
• Assist Executive Director by acting as a communication liaison with Procurement Services and Principals, staff, vendors and SBISD Operations departments.
• Facilitate committees within the department and throughout the district.
• Work closely and effectively with all campuses, departments, and administrators.
Other
• Be familiar with and assist with duties assigned to other division personnel when necessary.
• Maintain a positive attitude and a neat and professional appearance that exemplifies confidence and professionalism.
• Responds promptly to other duties as assigned by the Executive Director.
• Maintains regular, reliable, and punctual attendance
Supervisory
Responsibilities:Provide management/supervision of Procurement Services Department personnel.Equipment Used:Computer, communications equipment including cell phones and two-way radios, and other common office equipment. Computer software programs for Finance and Procurement.Working Conditions:
Mental Demands
• Maintain emotional control under stress.
• Work with frequent interruptions.
• This position requires regular in-person interaction with the public.
Physical Demands
• Repetitive hand motions.
• Prolonged use of the computer.
Application Procedure:Click Apply then Login. To complete your application, please visit our website at http://www.springbranchisd.com and click on JOIN OUR TEAM / APPLICATION PROCEDURES / ADMINISTRATOR.Spring Branch Independent School District is an Equal Opportunity Employer in compliance with Title IX and the Americans with Disabilities Act (ADA) of 1990 and does not discriminate on the basis of race, color, national origin, religion, gender, age, veteran status or disability.
The foregoing statements describe the general purpose and responsibilities assigned to this job and are not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required. By applying for this position, I acknowledge that I have read and understand the job description listed above.