Classified Senior Buyer

Caddo Parish Schools Job Description

Job Title: Senior Buyer Job Code: 103 Grade: HDOT Code 162157018 Department: Purchasing

Prepared By: Richard Dezendorf Revised By: Shavonda Scott Prepared Date: December 3, 1997 Approved By: David A. Barr Approved Date: April 02, 2001

SUMMARY Under general supervision, purchases and assists in supervising the purchasing of materials, supplies, equipment, and services by performing the following duties.

ESSENTIAL DUTIES AND RESPONSIBILITIES Essential duties and responsibilities include the following. Other duties may be assigned.

• Procures a variety of materials, supplies, equipment, and services for the district, selecting the most advantageous procurement method in accordance with procurement laws and CPSB policies.

• Serves as the point of contact for district furniture and network printer/copier orders.

• Assists with maintaining the districts furniture warehouse inventory system.

• Assists in planning, directing, and scheduling procurement activities for the district.

• Ensures assigned purchase orders are processed with proper terms and conditions and within CPSB policies.

• Authorizes purchase orders with values up to the amount authorized by district policies and procedures.

• Maintains contact with vendors to stay informed about market trends, pricing trends, and new products.

• Meets with district stakeholders to determine procurement needs and specifications.

• Researches and prepares detailed bid specifications, requests for quotations (RFQ), request for proposals (RFP), and request for qualifications (RFQ).

• Evaluates responses to bids, RFPs, and RFQs.

• Keeps abreast of laws, statutes, and board policies pertaining to public procurement.

• Professionally and tactfully explains policies and procedures to individuals seeking to procure materials, supplies, equipment, and/or services; helps ensure compliance with Federal and State procurement laws and CPSB procurement policies.

• Monitors vendor performance for compliance with contract terms and conditions.

• Conducts pre-bid meetings and public bid openings as necessary.

• Solicits formal and informal bids.

• Performs cost analysis.

• Reconciles discrepancies between invoices and purchase orders.

• Investigates and follows-up on purchase order adjustments, complaints, and revisions.

• Acts as a mediator between district staff and vendors as necessary.

• Maintains records, source information, and procurement files.

• Prepares and presents procurement reports in addition to other written correspondence as necessary.

• Manages day-to-day supplier relationships, including order processing and order delivery.

• Acts as a super user for the procurement module of the districts ERP system and departmental website.

• Assists in the disposition of surplus property and equipment.

• Coordinates district salvage sales.

• Neat, well-groomed, appropriately dressed appearance.

• Ability to work tactfully and harmoniously with staff, parents, and the public.

• Regular attendance is required.

• Performs other related duties as required or assigned.

SUPERVISORY RESPONSIBILITIES May assist in supervising employees as directed by the Purchasing Agent. If directed, carries out supervisory responsibilities in accordance with the organizations policies and applicable laws. Responsibilities may include training employees, planning, assigning, and directing work.

QUALIFICATIONS To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION AND/OR EXPERIENCE

• Bachelors Degree with an emphasis in Business, Accounting, or Supply Chain Management preferred.
• Two to four years job-related experience or equivalent combination of education and experience.
• Must be proficient with computers and have practical knowledge of word processing, spreadsheet, and database software programs.

LANGUAGE SKILLS

• Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations.
• Ability to write reports, business correspondence, and procedure manuals.
• Ability to effectively present information and respond to questions from the board, groups of managers, principals, teachers, school secretaries, and the general public.

REASONING ABILITY

• Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
• Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
• Ability to apply advanced critical thinking and writing skills in the development and evaluation of more complex procurement solicitations.

PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit and use hands to handle or feel objects or controls. The employee is required to talk and hear.

WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually quiet.

PROFESSIONAL CONDUCT Employee acknowledges that he/she is required to maintain a high standard of professional conduct. Breach of said professional conduct includes but is not limited to neglect of duty, dishonesty, engagement in acts that are contrary to CPSB policy, unlawful activities, or any other conduct which is seriously prejudicial to the school system.

CHAIN OF SUPERVISION

• Purchasing Agent
• Director of Purchasing or Director of Child Nutrition as applicable

TERMS OF EMPLOYMENT 260 days

Employee Name __ SSN ____-____-____ Type or Print ______ Employee Signature Date ___