MINIMUM QUALIFICATIONS

Transcription

1 JOB DESCRIPTION Niles Township High School District 219 POSITION TITLE : Purchasing Agent REPORTS TO : Assistant Superintendent for Business, CSBO DEPARTMENT : Business Office POSITION OBJECTIVE : The Purchasing Agent is responsible for performing all procurement functions necessary for the school district. The Purchasing Agent will manage outside suppliers and work closely with accounting staff. This person will be the in house expert on purchasing. MINIMUM QUALIFICATIONS 1. Strong purchasing capabilities as demonstrated in planning, organizing and executing plans. 2. Strong project management skills. 3. Good written and oral communication skills. 4. A bachelor s degree in business, accounting, finance or a related field, or similar experience. 5. At least three years experience in educational or fund accounting. 6. NAPM, CPM or CPIM certification a plus, computer literacy required. 7. Evidence of being a team player along with the ability to accomplish tasks. 8. Good organizational skills, self directed, systematic, flexible, able to work independently. 9. Basic knowledge of law. REQUIRED SKILLS: 1. Intermediate skills in spreadsheet and word processing software. 2. Ability to develop effective working relationships with vendors, staff and the school community. 3. Ability to perform duties with awareness of all district requirements and Board of Education policies and procedures. 4. Ability to communicate clearly and concisely, both orally and in writing. 5. Ability to comprehend and complete complex operations following instructions. 6. Ability to conduct one s self in a professional manner in all forms of communication. 7. Ability to read and interpret documents. 8. Ability to write routine reports and correspondence. 9. Ability to speak effectively before staff.

2 10. Ability to perform intermediate arithmetic skills including calculations involving whole numbers, fractions, decimals, percentages, and ratios. 11. Ability to measure and provide basic room layouts of furniture and equipment. 12. Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. 13. Ability to deal with problems involving several concrete variables in standardized situations. PERFORMANCE RESPONSIBILITIES AND DUTIES : Motivational Leadership. Provide the necessary inspirational leadership by example that promotes recognition by District staff that they are empowered to meet the District s goals and expectations with budget and Board policies and procedures. Staff Support. Conduct one on one training with new administrators regarding department budget and purchasing. Conduct purchasing workshops for coaching, secretarial and other support staff, as required. Provide daily assistance, as necessary, to all staff. Bidding and Requests for Proposals. Through strict adherence to state statutes and Board of Education policy, prepare bid specifications and request for proposals. Forward final documents to qualified suppliers. Conduct bid opening meetings and document all returned bid/proposal packets. Review all bids/proposals and prepare comparison documentation for the Board of Education. Upon Board approval, obtain any required bonds and certificates of insurance; process purchase orders; monitor delivery of goods and services and other contract terms. Source, Negotiate and Develop Suppliers. Work with District staff to develop specifications for major one time purchases and re occurring purchases. Participate in all procurement activities including: source selection, selection through interviews, quality surveys and on site inspections of suppliers; negotiation of price, deliveries and terms; consolidation of commodity items and reduction or elimination of freight and shipping charges. Database and Paperwork Control. Maintain at a high level of integrity and accuracy, database fields controlled within the Purchasing Department. Database fields include qualified vendor list, approval tables, purchase requisitions, purchase orders, change orders, and open purchase orders. Fixed Asset Management. Assist in the management of all fixed assets, inventory control and appraisal values for school district properties. Coordinate all furniture purchases in district to achieve uniformity and standardization of product lines within the buildings. Procurement Cards. Administer district s procurement card program. Responsibilities include: adding/deleting users, adjusting credit limits, disputing unauthorized charges, reviewing all transactions and back up documentation. Activity Accounts. Serve as co signer on Activity Account checks when necessary. Review bookkeeper provided reports, documentation and receipts prior to signing. Provide assistance regarding Activity purchases when necessary. GCSI. Serve on the Green Council for School Improvement Committee. Provide assistance regarding purchase requests. Review student grant applications and provide feedback. Online Purchases. Oversee online transactions at approved vendor websites. When available, establish an online approval process with vendor.

3 Communication and Relationship with Vendors. Work closely with accounts payable staff to facilitate the timely payment for purchases and maintain mutually beneficial relationships with vendors. Financial Reports. Assist the Director of Fiscal Management with reports requiring specific purchasing/vendor data. Oversee out sourcing of clerical staff. Provide Service Vendor job requirements for position. Coordinate hiring of associates. Initiate technology access and security requirements for candidates. Oversee collection of Daycare User Fee and maintain database. Calculate User Fee and provide letter/form to be distributed by Children s Learning World to daycare parents. Notify Payroll Department of individuals requesting payroll deductions for User Fee. D219 LEADERSHIP STANDARDS (including associated Board Goals) 1. Recognizes and celebrates: (a) my accomplishments, (b) colleagues accomplishments, and (c) student accomplishments (1) 2. Articulates a clear vision for quality teaching and learning (2) 3. Aligns the curriculum and instructional programming with the school s or district s mission, vision, and values (3) 4. Develops meaningful annual goals and action plans for the school (1, 2, 3, 4, 5) 5. Effectively distributes leadership responsibilities to peers (5) 6. Promotes high expectations for all faculty and staff (1, 2, 3, 4, 5) 7. Upholds a professional standard of personal conduct (1, 2, 3, 5) 8. Manages effectively the development, evaluation, and revision of the school s or district s instructional programming (1, 2) 9. Maintains a rigorous and developmentally appropriate instructional program for the school/district (1, 2) 10. Assists administrative and teaching staff in the preparation and delivery of instructional materials (1, 2) 11. Coordinates instructional programming among and between content areas, grades, and/or schools (1, 5) 12. Assists faculty in aligning instruction to local, state, and/or national learning standards (2) 13. Implements a clearly defined plan for (a) ELLs and (b) Exceptional learners (1, 2) 14. Promotes the effective use of instructional technology (3) 15. Aligns the assessment program to the district s and/or school s curriculum (2) 16. Monitors the effectiveness of the school or district s assessment programming for all levels of student ability (2)

4 17. Uses student achievement data to improve teaching and learning processes (2) 18. Helps teachers and administrators use assessment results to enhance teaching and learning (2) 19. Keeps informed of the latest research and practice (1, 2, 3, 4, 5) 20. Encourages the use of research supported instructional and assessment practices (1, 2, 3) 21. Supports the recruitment, development of quality personnel (1, 2, 5) 22. Implements innovative and effective ways of improving the professional practice of faculty (1, 2, 3) 23. Establishes clear criteria for professional growth (2) 24. Provides constructive feedback (1, 5) 25. Plans, administers, and monitors professional development (1, 2, 3, 5) 26. Projects a demeanor that is welcoming, supportive, and engaging (1, 2, 3, 5) 27. Is an effective instructional leader (1, 2, 3, 4, 5) 29. Voices disagreement without creating unnecessary conflict (1, 2, 3, 5) 30. Collaborates with administration and faculty when developing goals (1, 2, 3, 4, 5) 31. Provides meaningful counsel to administrators and faculty (1, 2, 3, 4, 5) 32. Is accessible to faculty, staff, etc. (1, 2, 3, 4, 5) 33. Communicates effectively with the school community (5) 34. Implements efficient administrative procedures to support the teaching and learning functions of the school (2) 35. Manages school operations (e.g. staffing, budgeting, and compliance) effectively (4) 36. Provides oversight of all aspects of academic programming (1, 2, 3, 4, 5) 37. Assumes responsibility for the implementation of policies (1, 2, 3, 4, 5) 38. Directs effectively the activities of employees in the school to ensure continuing operations (1, 2, 3, 4) 39. Allocates the necessary financial and physical resources to support the accomplishment of goals (4) 40. Is engaging and articulate in public forums (5) 41. Generates enthusiasm for the collaborative efforts of our school (4) PHYSICAL DEMANDS: While performing the duties of this job, the employee is regularly required to sit, speak, and hear. The employee is required to stand, walk, reach with hands and arms, stoop, kneel, or crouch. The employee must occasionally lift and/or move up to 20 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.

5 WORK ENVIRONMENT: The noise level in the work environment is usually low. TERMS OF EMPLOYMENT: 260 days depending on contract, with comprehensive benefits package. Salary to be established by the Board. START DATE: July 1, PERFORMANCE EVALUATION: Performance of this job will be evaluated in accordance with provisions of the District procedures on administrative evaluations. Apply on line at: hs.k12.il.us The information contained in this job description is for compliance with the Americans With Disabilities Act (A.D.A.) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned. Niles Township High School District 219 is an Equal Opportunity Employer. It is the policy and practice of District 219 to decide all matters relating to employment solely on the basis of the applicant s ability to perform the essential functions of the position. District 219 ensures equal employment opportunities regardless of race, creed, sex, color, national origin, religion, age, or handicap. The District has a policy of active recruitment of qualified minority teachers and non certified employees. Any individual needing assistance in making application for opening should contact the Assistant Superintendent for Human Resources.