Newport-Mesa Unified School District
Coordinator III Purchasing and Contracts #27-25
Newport-Mesa Unified School District, Costa Mesa, California, United States, 92626
THE VACANCY:This recruitment is open, meaning all are welcome to apply.There is one vacancy in the Purchasing and Warehouse Department. This position is full-time on the management salary schedule working 8 hours per day/5 days per week, 12 months per year.Please apply online at
www.governmentjobs.com/careers/nmusd .BASIC FUNCTION:Under the direction of the Director, Purchasing and Warehouse, perform complex analytical duties and leadership for the district related to procurement, contracts, bids, Request for Proposals (RFPs), and warehouse operations; Responsible for the preparation of documentation for both informal and formal bidding including construction projects and various supplies and services for the district; responsible for comprehensive contract management for the district including service agreements, data privacy agreements, and contracts associated with bids and RFPs; assure compliance with applicable federal, state, local laws, uniform guidance, and district policies; supervise, train and evaluate the performance of assigned personnel.MINIMUM QUALIFICATIONS:EDUCATION AND EXPERIENCE:Any combination equivalent to bachelor's degree in business or public administration, or a closely related field and five years of recent increasingly responsible government or education procurement and contracts experience.LICENSES AND OTHER REQUIREMENTS:Valid California driver's license.REPRESENTATIVE DUTIES:ESSENTIAL DUTIES:Lead review of agreements, contracts, memorandums of understanding and other related documents to determine risk and liability exposure; assure compliance with all applicable federal, state, local laws, uniform guidance and district policies.Recommend standard contract clauses for use in agreements, contracts, and memorandums of understanding, solicitations and purchase orders to minimize risk and liability exposure to the district.Contribute and present solutions for development and implementation of process improvement, cost efficiencies, policies and procedures within purchasing and warehouse department, including initiatives for improvements of training for district staff related to procurement.Provide district staff with professional and technical expertise and advice on compliantly procuring goods and services including RFPs, bid strategy development, supplier negotiations and contract development.Collaborate in the preparation of specifications, formal and informal bids, proposals and quotations, to include review and analysis of bids received.Coordinate and conduct the formal bid process for construction projects.Oversee the preparation of advertisement to selected vendors, and the awarding of RFPs for services, materials and equipment; review and assemble scope of work as needed.Oversee and develop purchasing and contracting training, the electronic procurement system and electronic forms routing system processes.Assist, as needed, with the selection process of design professional services and construction firms.Co-develop the yearly fiscal year timeline for purchases that must be processed, received and paid by the end of each fiscal year.Meet with the supplier community regularly to identify new sources for services and supplies to support district initiatives.Lead staff to obtain quotes, review and process purchase orders, to ensure compliance; assist in the preparation of purchasing and warehouse department reports required to be submitted to the Board for approval.Responsible for establishing and maintaining a procedure regarding storage of new and surplus equipment, supplies, records and reports related to the purchasing and warehouse department area.Assist with the development and preparation of the annual budget for the purchasing and warehouse department; analyze and review budget, projections and financial data; control and authorize expenditures in accordance with established guidelines.Train, supervise and evaluate the performance of assigned staff; interview and select employees and recommend transfers, reassignment, termination and disciplinary actions; schedule, assign and inspect work; analyze staffing requirements and make recommendations; develop, coordinate and arrange for appropriate training of department personnel.Direct the preparation and maintenance of a variety of narrative and statistical reports, records and files related to assigned activities and personnel.Communicate with other administrators, personnel and outside organizations to coordinate activities and programs, resolve issues and conflicts and exchange information.Attend, conduct and present at a variety of meetings as assigned; represent the district at various meetings; attend professional learning and conference opportunities appropriate to assigned area.Operate a variety of office equipment including a computer and assigned software programs; drive a vehicle to conduct work as assigned.OTHER DUTIES:Perform related duties as assigned.KNOWLEDGE AND ABILITIES:KNOWLEDGE OF:Federal, state and local laws, regulations and codes applicable to assigned areas of responsibility.Principles, practices, methods, procedures and techniques of procurement, contracts, warehousing, property control, shipping, receiving and records retention.Principles, methods and practices of budgeting, purchasing, administration and maintenance of public records.Bid processing for procurement and construction.Sources of commodity markets.Principles, techniques and methods for policy development, implementation and review.Principles, methods and practices of effective organization and human resources management, supervision, training and planning.Computerized procurement, contracts, shipping, receiving and fixed asset systems; Enterprise Resource Planning (ERP) software systems, computer and software applications.Material handling.Basic accounting.Oral and written communication skills, including correct English usage, grammar, punctuation and spelling.Interpersonal skills including tact, patience, and courtesy.ABILITY TO:Interpret laws, regulations and policies related to procurement and contracts.Plan and schedule procurement activities for greatest efficiency and service.Perform complex procurement and contracts functions.Maintain accurate procurement and contract services department records.Read, interpret, apply and explain rules, regulations, policies and procedures.Utilize ERP software.Operate a computer and assigned office equipment.Select appropriate service providers to meet district needs.Interpret market prices and trends.Supervise, direct and evaluate the performance of assigned staff.Respond tactfully, clearly, concisely and appropriately to inquiries from the public, staff or other agencies on sensitive issues in area of responsibility.Establish and maintain cooperative and effective working relationships with others.Work independently with little direction.Maintain confidentiality.Meet schedules and timelines.Communicate effectively both orally and in writing.WORKING CONDITIONS:ENVIRONMENT:Office and outdoor environment. Constant interruptions. Driving a vehicle to various locations to conduct work.PHYSICAL DEMANDS:Hearing and speaking to exchange information and make presentations. Dexterity of hands and fingers to operate a computer keyboard. Seeing to read and prepare a variety of materials. Sitting and standing for extended periods of time. Bending at the waist, kneeling or crouching to file materials. Reaching overhead, above the shoulders and horizontally to reach supplies and equipment.HAZARDS:Contact with abusive or dissatisfied individuals.
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www.governmentjobs.com/careers/nmusd .BASIC FUNCTION:Under the direction of the Director, Purchasing and Warehouse, perform complex analytical duties and leadership for the district related to procurement, contracts, bids, Request for Proposals (RFPs), and warehouse operations; Responsible for the preparation of documentation for both informal and formal bidding including construction projects and various supplies and services for the district; responsible for comprehensive contract management for the district including service agreements, data privacy agreements, and contracts associated with bids and RFPs; assure compliance with applicable federal, state, local laws, uniform guidance, and district policies; supervise, train and evaluate the performance of assigned personnel.MINIMUM QUALIFICATIONS:EDUCATION AND EXPERIENCE:Any combination equivalent to bachelor's degree in business or public administration, or a closely related field and five years of recent increasingly responsible government or education procurement and contracts experience.LICENSES AND OTHER REQUIREMENTS:Valid California driver's license.REPRESENTATIVE DUTIES:ESSENTIAL DUTIES:Lead review of agreements, contracts, memorandums of understanding and other related documents to determine risk and liability exposure; assure compliance with all applicable federal, state, local laws, uniform guidance and district policies.Recommend standard contract clauses for use in agreements, contracts, and memorandums of understanding, solicitations and purchase orders to minimize risk and liability exposure to the district.Contribute and present solutions for development and implementation of process improvement, cost efficiencies, policies and procedures within purchasing and warehouse department, including initiatives for improvements of training for district staff related to procurement.Provide district staff with professional and technical expertise and advice on compliantly procuring goods and services including RFPs, bid strategy development, supplier negotiations and contract development.Collaborate in the preparation of specifications, formal and informal bids, proposals and quotations, to include review and analysis of bids received.Coordinate and conduct the formal bid process for construction projects.Oversee the preparation of advertisement to selected vendors, and the awarding of RFPs for services, materials and equipment; review and assemble scope of work as needed.Oversee and develop purchasing and contracting training, the electronic procurement system and electronic forms routing system processes.Assist, as needed, with the selection process of design professional services and construction firms.Co-develop the yearly fiscal year timeline for purchases that must be processed, received and paid by the end of each fiscal year.Meet with the supplier community regularly to identify new sources for services and supplies to support district initiatives.Lead staff to obtain quotes, review and process purchase orders, to ensure compliance; assist in the preparation of purchasing and warehouse department reports required to be submitted to the Board for approval.Responsible for establishing and maintaining a procedure regarding storage of new and surplus equipment, supplies, records and reports related to the purchasing and warehouse department area.Assist with the development and preparation of the annual budget for the purchasing and warehouse department; analyze and review budget, projections and financial data; control and authorize expenditures in accordance with established guidelines.Train, supervise and evaluate the performance of assigned staff; interview and select employees and recommend transfers, reassignment, termination and disciplinary actions; schedule, assign and inspect work; analyze staffing requirements and make recommendations; develop, coordinate and arrange for appropriate training of department personnel.Direct the preparation and maintenance of a variety of narrative and statistical reports, records and files related to assigned activities and personnel.Communicate with other administrators, personnel and outside organizations to coordinate activities and programs, resolve issues and conflicts and exchange information.Attend, conduct and present at a variety of meetings as assigned; represent the district at various meetings; attend professional learning and conference opportunities appropriate to assigned area.Operate a variety of office equipment including a computer and assigned software programs; drive a vehicle to conduct work as assigned.OTHER DUTIES:Perform related duties as assigned.KNOWLEDGE AND ABILITIES:KNOWLEDGE OF:Federal, state and local laws, regulations and codes applicable to assigned areas of responsibility.Principles, practices, methods, procedures and techniques of procurement, contracts, warehousing, property control, shipping, receiving and records retention.Principles, methods and practices of budgeting, purchasing, administration and maintenance of public records.Bid processing for procurement and construction.Sources of commodity markets.Principles, techniques and methods for policy development, implementation and review.Principles, methods and practices of effective organization and human resources management, supervision, training and planning.Computerized procurement, contracts, shipping, receiving and fixed asset systems; Enterprise Resource Planning (ERP) software systems, computer and software applications.Material handling.Basic accounting.Oral and written communication skills, including correct English usage, grammar, punctuation and spelling.Interpersonal skills including tact, patience, and courtesy.ABILITY TO:Interpret laws, regulations and policies related to procurement and contracts.Plan and schedule procurement activities for greatest efficiency and service.Perform complex procurement and contracts functions.Maintain accurate procurement and contract services department records.Read, interpret, apply and explain rules, regulations, policies and procedures.Utilize ERP software.Operate a computer and assigned office equipment.Select appropriate service providers to meet district needs.Interpret market prices and trends.Supervise, direct and evaluate the performance of assigned staff.Respond tactfully, clearly, concisely and appropriately to inquiries from the public, staff or other agencies on sensitive issues in area of responsibility.Establish and maintain cooperative and effective working relationships with others.Work independently with little direction.Maintain confidentiality.Meet schedules and timelines.Communicate effectively both orally and in writing.WORKING CONDITIONS:ENVIRONMENT:Office and outdoor environment. Constant interruptions. Driving a vehicle to various locations to conduct work.PHYSICAL DEMANDS:Hearing and speaking to exchange information and make presentations. Dexterity of hands and fingers to operate a computer keyboard. Seeing to read and prepare a variety of materials. Sitting and standing for extended periods of time. Bending at the waist, kneeling or crouching to file materials. Reaching overhead, above the shoulders and horizontally to reach supplies and equipment.HAZARDS:Contact with abusive or dissatisfied individuals.
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