Gwinnett County Public Schools
Assistant Director of Purchasing and Property Management - Purchasing Office
Gwinnett County Public Schools, Suwanee, Georgia, United States, 30174
Position Type:Office Professionals/Assist Dir Prch and Prop Mgmnt
Date Posted:11/5/2024
Location:Instructional Support Center
Date Available:11/11/2024
Job Code: Assist Dir Prch and Prop Mgmnt - 030223 Standard Hours: 40 Department: Purchasing Office - 252574 Empl Class: NAMinimum Salary: $81,610.00/Annually
Maximum Salary: $118,395.00/Annually
Scheduled Days: 245
Target Openings: 1
License and Certification Qualifications: Must hold or be eligible for a valid Georgia Leadership Certification and/or Support Personnel License. National Institute of Governmental Purchasing (NIGP), Certified Public Procurement Officer or Buyer (CPPO, CPPB), or Institute of Supply Management (Certified Professional in Supply Management (CPSM or CPM) certification preferred.
Education Qualifications: Bachelor's degree in related field required.
Experience Qualifications: Five years of progressively responsible experience in business administration, procurement or a related field, with a strong understanding and experience in computer information systems required. Previous supervisory and PeopleSoft Finance & Supply Change Management System (FSCM) experience preferred.
Skills Qualifications: Demonstrated record of successful administrative and leadership skills: Ability to understand the core functions of purchasing and property management: ability to analyze processes and systems with proficient technical and procurement knowledge; ability to assist in database design, development, and management; ability to resolve database related problems with minimal supervision utilizing various technologies; ability to communicate effectively and to work well with others; ability to analyze existing processes and identify areas for improvement; ability to teach technology system usage to other personnel; strong organizational skills; accuracy with figures and records; ability to effectively write reports; and applicable knowledge of the Microsoft Office Suite and PeopleSoft applications; effective decision making skills; and ability to be customer service oriented to internal and external customers.
Primary Responsibilities: Assist the Director of Purchasing and Property Management with the management of daily operations, including coordinating the functions associated with the procurement systems, PeopleSoft Finance & Supply Change Management System (FSCM), system updates, and year-end processes for the Purchasing and Property Management Department.
1. Supervise assigned Purchasing and Property Management staff.a. Provide management oversight of the daily operations for procurement and property functions.b. Hire and train new staff.c. Conduct staff interim and final performance evaluations.d. Conduct the hiring process for all staff within the Purchasing and Property Management department.e. Seek and promote professional development opportunities for all staff.
2. Provide administrative oversight of the procurement and property functions.a. Act as a purchasing agent for the district and approve bids and purchases up to $50,000.00.b. Ensure adherence to Board policies related to purchasing supplies, equipment, and services.c. Approve local school fund expenditures over $5,000.00.
3. Oversee the daily operations of eProcurement/Purchasing systems.a. Provide support to end users as it relates to system processing issues.b. Monitor the eProcurement, purchasing, and asset management functions and programs that affect system processing.c. Assist in resolving workflow approvals and purchase order sourcing issues.d. Evaluate and determine purchasing processes that overlap from the Facilities and Operations Division.e. Manage quality control procedures for data integrity of the purchasing and property functions.
4. Manage and maintain PeopleSoft FCSM system as it relates to eProcurement, Purchasing and Asset Management.a. Create and maintain catalog trees for item maintenance within eProcurement.b. Establish item categories and assign buyers.c. Process mass item creation via spreadsheet upload.d. Create and revise queries as needed for the staff in Purchasing and Property Management.e. Assist in determining asset profiles as needed.f. Research and close encumbrances left open due to system errors.
5. Serve as the liaison with Information Management and Technology Division in working with PeopleSoft processes that impact Purchasing and Property Management and Accounts Payable.a. Coordinate efforts to clear encumbrances between Accounts Payable and Purchasing.b. Provide problem resolution for system issues that occur between Accounts Payable and Purchasing.c. Identify needs for system modifications and prepare triage requests for submission to the CFO and the Division of Information Management and Technology.
6. Oversee various system processesa. Oversee cost roll and revalue process for new and existing inventory items.b. Oversee the setup of new locations for delivery, shipping and assets owners.c. Oversee month end closing process for the asset management module.d. Perform monthly destruction of purchasing documents from the document imaging system as required by GCPS retention schedules.
7. Oversee and perform functional testing for FSCM system upgrades, additional modules or enhancements.a. Coordinate testing efforts between Purchasing and Property Management and various departments/divisions, including Accounts Payable, Facilities and Operations (warehouse), and Instructional Resources (textbooks).b. Coordinate with the Purchasing Manager and Property Manager regarding training for the staff on new implementations, functions, and/or business process changes.c. Collaborate with stakeholders, developers, and department management to identify, define, and document business needs.d. Participate in ongoing training to acquire continued knowledge of PeopleSoft applications and related enhancements.e. Perform continuous evaluation of the purchasing and property management effectiveness and recommend methods to improve.
8. Provide oversight of training and support to end users.a. Oversee the development and maintenance of training videos for school/central office staff.b. Oversee the development of job aids for school system personnel to ensure adherence to purchasing policies, procedures, and best practices.c. Prepare end-user training documentation for implementation of new functionality.d. Prepare job aids for charter schools using eProcurement.
9. Coordinate year-end processes for Purchasing and Property Management.a. Coordinate the development of the year-end time-line for Purchasing and Property Management.b. Prepare draft emails for communicating year-end timeline to principals, program managers, and support staff.c. Perform review of year-end processes post-closing to ensure preparedness for the upcoming year.
10. Manage year end PO rollover processa. Research and correct encumbrance issues that may create problems during the PO rollover process.b. Coordinate PO rollover testing and production timeline with the Information Management and Technology Division.c. Complete annual PO rollover process and communicate the resulting budget requirement to the Budget Department.d. Assist the Property Management Accountant in creating adjusting encumbrance journal entries to correct PO rollover errors.e. Monitor encumbrance ledger for PO balance issues resulting from PO rollover.
11. Serve as the department head in the absence of the Director of Purchasing and Property Management.
12. Perform other duties as assigned.
Physical Demands:While performing the duties of this job, the employee is frequently required to sit for extended periods of time. The employee is also required to talk, hear, stand, and walk. The employee may be required to use hands to finger, handle, feel, and/or reach. The employee is occasionally required to stoop, kneel, or crouch. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, depth perception, and ability to adjust focus. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Date Posted:11/5/2024
Location:Instructional Support Center
Date Available:11/11/2024
Job Code: Assist Dir Prch and Prop Mgmnt - 030223 Standard Hours: 40 Department: Purchasing Office - 252574 Empl Class: NAMinimum Salary: $81,610.00/Annually
Maximum Salary: $118,395.00/Annually
Scheduled Days: 245
Target Openings: 1
License and Certification Qualifications: Must hold or be eligible for a valid Georgia Leadership Certification and/or Support Personnel License. National Institute of Governmental Purchasing (NIGP), Certified Public Procurement Officer or Buyer (CPPO, CPPB), or Institute of Supply Management (Certified Professional in Supply Management (CPSM or CPM) certification preferred.
Education Qualifications: Bachelor's degree in related field required.
Experience Qualifications: Five years of progressively responsible experience in business administration, procurement or a related field, with a strong understanding and experience in computer information systems required. Previous supervisory and PeopleSoft Finance & Supply Change Management System (FSCM) experience preferred.
Skills Qualifications: Demonstrated record of successful administrative and leadership skills: Ability to understand the core functions of purchasing and property management: ability to analyze processes and systems with proficient technical and procurement knowledge; ability to assist in database design, development, and management; ability to resolve database related problems with minimal supervision utilizing various technologies; ability to communicate effectively and to work well with others; ability to analyze existing processes and identify areas for improvement; ability to teach technology system usage to other personnel; strong organizational skills; accuracy with figures and records; ability to effectively write reports; and applicable knowledge of the Microsoft Office Suite and PeopleSoft applications; effective decision making skills; and ability to be customer service oriented to internal and external customers.
Primary Responsibilities: Assist the Director of Purchasing and Property Management with the management of daily operations, including coordinating the functions associated with the procurement systems, PeopleSoft Finance & Supply Change Management System (FSCM), system updates, and year-end processes for the Purchasing and Property Management Department.
1. Supervise assigned Purchasing and Property Management staff.a. Provide management oversight of the daily operations for procurement and property functions.b. Hire and train new staff.c. Conduct staff interim and final performance evaluations.d. Conduct the hiring process for all staff within the Purchasing and Property Management department.e. Seek and promote professional development opportunities for all staff.
2. Provide administrative oversight of the procurement and property functions.a. Act as a purchasing agent for the district and approve bids and purchases up to $50,000.00.b. Ensure adherence to Board policies related to purchasing supplies, equipment, and services.c. Approve local school fund expenditures over $5,000.00.
3. Oversee the daily operations of eProcurement/Purchasing systems.a. Provide support to end users as it relates to system processing issues.b. Monitor the eProcurement, purchasing, and asset management functions and programs that affect system processing.c. Assist in resolving workflow approvals and purchase order sourcing issues.d. Evaluate and determine purchasing processes that overlap from the Facilities and Operations Division.e. Manage quality control procedures for data integrity of the purchasing and property functions.
4. Manage and maintain PeopleSoft FCSM system as it relates to eProcurement, Purchasing and Asset Management.a. Create and maintain catalog trees for item maintenance within eProcurement.b. Establish item categories and assign buyers.c. Process mass item creation via spreadsheet upload.d. Create and revise queries as needed for the staff in Purchasing and Property Management.e. Assist in determining asset profiles as needed.f. Research and close encumbrances left open due to system errors.
5. Serve as the liaison with Information Management and Technology Division in working with PeopleSoft processes that impact Purchasing and Property Management and Accounts Payable.a. Coordinate efforts to clear encumbrances between Accounts Payable and Purchasing.b. Provide problem resolution for system issues that occur between Accounts Payable and Purchasing.c. Identify needs for system modifications and prepare triage requests for submission to the CFO and the Division of Information Management and Technology.
6. Oversee various system processesa. Oversee cost roll and revalue process for new and existing inventory items.b. Oversee the setup of new locations for delivery, shipping and assets owners.c. Oversee month end closing process for the asset management module.d. Perform monthly destruction of purchasing documents from the document imaging system as required by GCPS retention schedules.
7. Oversee and perform functional testing for FSCM system upgrades, additional modules or enhancements.a. Coordinate testing efforts between Purchasing and Property Management and various departments/divisions, including Accounts Payable, Facilities and Operations (warehouse), and Instructional Resources (textbooks).b. Coordinate with the Purchasing Manager and Property Manager regarding training for the staff on new implementations, functions, and/or business process changes.c. Collaborate with stakeholders, developers, and department management to identify, define, and document business needs.d. Participate in ongoing training to acquire continued knowledge of PeopleSoft applications and related enhancements.e. Perform continuous evaluation of the purchasing and property management effectiveness and recommend methods to improve.
8. Provide oversight of training and support to end users.a. Oversee the development and maintenance of training videos for school/central office staff.b. Oversee the development of job aids for school system personnel to ensure adherence to purchasing policies, procedures, and best practices.c. Prepare end-user training documentation for implementation of new functionality.d. Prepare job aids for charter schools using eProcurement.
9. Coordinate year-end processes for Purchasing and Property Management.a. Coordinate the development of the year-end time-line for Purchasing and Property Management.b. Prepare draft emails for communicating year-end timeline to principals, program managers, and support staff.c. Perform review of year-end processes post-closing to ensure preparedness for the upcoming year.
10. Manage year end PO rollover processa. Research and correct encumbrance issues that may create problems during the PO rollover process.b. Coordinate PO rollover testing and production timeline with the Information Management and Technology Division.c. Complete annual PO rollover process and communicate the resulting budget requirement to the Budget Department.d. Assist the Property Management Accountant in creating adjusting encumbrance journal entries to correct PO rollover errors.e. Monitor encumbrance ledger for PO balance issues resulting from PO rollover.
11. Serve as the department head in the absence of the Director of Purchasing and Property Management.
12. Perform other duties as assigned.
Physical Demands:While performing the duties of this job, the employee is frequently required to sit for extended periods of time. The employee is also required to talk, hear, stand, and walk. The employee may be required to use hands to finger, handle, feel, and/or reach. The employee is occasionally required to stoop, kneel, or crouch. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, depth perception, and ability to adjust focus. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.