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Position: Purchasing Manager
Municipality:Norwalk Board of Education
Close Date:9/30/2022
Description:

2022-2023 SCHOOL YEAR

PURCHASING Manager

CENTRAL OFFICE (FINANCE)

 

GENERAL DESCRIPTION:

 

This position reports into the Chief Financial Officer and plans, organizes and supervises accounts payable/receivables and centralized purchasing of supplies, materials and services for the school system in compliance with governing laws and policies. The position within the Finance organization is to coordinate all functions related to the procurement of goods and services, ensuring compliance with District policies and procedures. The position is responsible for overseeing procurement functions and purchase order administration for all competitively bid processes.

 

 

GENERAL RESPONSIBILITIES AND REQUIREMENTS:

 

Here are 4 key components of the role:

1.     Data Responsibility refers to information, knowledge, and conceptions obtained by observation, investigation, interpretation, visualization, and mental creation. Data are intangible and include numbers, words, symbols, ideas, concepts, and oral verbalizations. Compiles, examines, or evaluates data or information and possibly recommends action based on results

2.     People Responsibility refers to individuals who have contact with or are influenced by the position. Attends to the needs or requests of people and exchanges information with them with reasoning abilities.

3.     Assets Responsibility refers to the responsibility for achieving economies or preventing loss within the organization. Requires responsibility and opportunity for achieving moderate economies and/or preventing moderate losses through the management or handling of supplies of high value or moderate amounts of money.

4.     Mathematical requirement deals with quantities, magnitudes, and forms and their relationships and attributes by the use of numbers and symbols. Uses addition, subtraction, multiplication, and division; may compute ratios, rates, and percent.

 

Essential Functions:

·         Plan central purchasing operations to meet the needs of schools and department within approved budget limits.

·         Oversees accounts payable/accounts receivable functions of Norwalk BOE

·         Organize procedures to receive and process purchase requests.

·         Maintain a wide variety of manual and electronic files and records for the purpose of providing up-to-date information and/or historical reference in accordance with established guidelines and regulatory requirements

·         Analyze and advise on availability and quality of goods, equipment and services

·         Recommend methods of purchase, and negotiate contract with vendors for purchase of commodities and service.

·         Supervises the preparation of bids and bidding process of capital and operational projects.

·         Compile a library of resources for schools and department use

·         Prepare narrative and statistical information/reports for the CFO

·         Prepare memos/narratives for BOE and various boards for approval of contracts/purchases

·         Maintain working relationship with vendors

·         Coordinate centralized contracts (copiers, mailing, etc.)

·         Participate in year-end closing,

·         Prepare requisitions, troubleshoot purchases, expedite orders

·         Prepare contracts and assist in the development of bid specifications

·         Works closely with departments/schools in analyzing equipment, materials, supplies and services needs.

·         Coordinates with departments/schools on short and long-range purchasing needs

·         Advises departments/schools on market trends and new technology

·         Recommends methods of purchase and assists in the negotiation of contracts with vendors for purchase of commodities and recurring services.

·         Researches and maintains a thorough understanding of purchasing policies, Administrative Code, State Statutes and guidelines with regard to school-based purchasing and bid processes to be able to provide definitive guidance in this area.

·         Assist with all purchasing process district wide including but not limited to obtaining quotes, purchase orders, competitive solicitations.

·         Coordinates all competitive bid processes related to the procurement of goods, equipment and services valued over the bid threshold established by the District. Prepares bid and proposal solicitation documents, including advertisements, bid proposal (RFP, ITB, RFQ, ITN, etc.), specifications; prepares bid tabulations; evaluates bids and proposals for determination of award and posts; recommendations to award.

·         Communicates with District and school administrators and staff to determine purchasing needs. Reviews purchase requisitions to assure source and price are in the best interests of the district. Reviews contracts to ensure accuracy of terms as well as proper documentation exists. Monitor contracts to ensure they remain valid and insurance up to date.

·         Administer district furniture purchases. Studies and keeps track of price trends, market conditions and availability of more cost-effective goods and services. Research state contracts and other procurement opportunities that can be utilized by the district. Performs periodic reviews of bid, purchase orders, procurement card activity to assess and recommend cost saving measures. Receives and responds to inquiries, concerns and complaints in areas of responsibility.

·         Attends training, seminars and conferences as required to maintain and enhance job knowledge and skills.

·         Performs routine administrative/office tasks as required, including but not limited to preparing reports and correspondence, copying and filing documents, scanning documents, answering the telephone.

·         Assist in the implementation of the Norwalk BOE administrative policies, rules, regulations and directives.

·         Follow Norwalk school policy to ensure work place safety

 

Other Duties and Responsibilities:

 

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice. Employees are expected to fulfill other duties as assigned.

 

·         Interact in a positive manner with staff, vendors, and visitors

·         Respond to questions and requests in a timely manner

·         Coordinate purchasing activities with the City Purchasing office and with other cooperative bid organizations to effect economies of group buying

·         Administer purchase agreements.

·         Organize, maintain, and upgrade automated and manual file systems

·         Assists in the development of grant proposals

·         Perform other related duties as assigned by immediate supervisor

·         Recommend process and internal control improvements

 

Qualifications/Certificates:

·         Five (5) years of experience or more in a finance, accounting or business role that require independent decision-making skills

·         BS preferred, Associates Degree, minimum requirement, five years or more of purchasing experience is desired.

·         Experience with a General Ledger ERP system such as Munis or comparable financial system

·         Mastery of Excel (including execution of data filtering, formula creation and creation of pivot tables)

·         Proficiency in Word (ability to create, modify documents, include charts, etc.)

·         Such alternatives to the above qualifications as the Superintendent or designee find appropriate

·         Possession of ISM-CPSM, ISM-CPSD, NIGP-CPP, or UPPCC-CPPB Public Purchasing Buyer Certification (CPPB) or other purchasing certificate(s) is preferred.

 

Required Knowledge, Skills, and Abilities:

·         Ability to communicate ideas and directives clearly and effectively, both orally and in writing

·         Considerable knowledge of office systems and procedures

·         Considerable knowledge of math

·         Ability to schedule and prioritize workflow

·         Written and verbal communication skills as well as interpersonal skills

·         Ability to work with minimal supervision/direction

·         Organizational, problem solving and analytical skills

 

Additional Working Conditions:

·         Repetitive hand motion, e.g., computer keyboard, typing, calculator, writing

·         Regular requirement to sit, stand, walk, read, hear, see, speak, reach, crouch, climb and stoop

             Periodic interruption of duties by staff, students, visitors, intercom and/or telephone

·         Occasional requirement to lift, carry, push and/or pull various supplies and/or equipment up to a maximum of 10 pounds

 

Equipment Operated:

Computer, Laptop, iPad, Android Tablet, Printer, Scanner, Copier and other technological equipment introduced to the district.

 

Required Testing:                                            

Excel Performance Task                                    

 

Evaluation:

Performance will be evaluated annually in accordance with the provisions set forth by the Norwalk Board of Education.

 

Affiliation:                 Unaffiliated

Employment Status: Regular 12-month Exempt position

Schedule:                 Monday-Friday

Salary Range:           $95,000.00 - $115,000.00

 

Apply at 
www.norwalkpublicschools.org
Click “Employment”


NORWALK IS AN EQUAL OPPORTUNITY EMPLOYER
It is the policy of the Norwalk Board of Education to ensure equal educational opportunity for all students and to prohibit unlawful discrimination because of race, color, religion, creed, age, marital status, national origin, gender, sexual preference, or physical and mental disability in the school district's educational program and activities; and to prohibit unlawful discrimination in employment because of race, color, religion, creed, age, marital status, national origin, gender; gender identity or expression, sexual preference or physical and mental disability.



We are an Equal Opportunity Employer.


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