Classification: Confidential                                                                          Location: Administration

 

Reports to: Director Finance                                                                           FLSA Status: Exempt

 

Bargaining Unit: Financial Specialist (229 days 7.5 hours per day)

 

 

Position Summary:

The CPO/Purchasing Agent collaborates closely with the Director of Finance and is responsible for performing all functions relative to the efficient operations of the district. The essential function of the position within the organization is to coordinate all functions related to the procurement of goods and services, ensuring compliance with Taos Municipal School District policies and procedures. The position is responsible for overseeing procurement functions including but not limited to purchasing cards, purchase order administering, all competitively bid processes. The position is under the general supervision of the Director of Finance.

 

Supervision:

The CPO/Purchasing Agent works with an elevated level of independence under the general guidance of the Director of Finance. The Chief Procurement Officer/Purchasing Agent work is governed, controlled, and evaluated by acceptable professional practice, school and district policies and regulations, provisions of the Taos Municipal Schools district policies and procedures, direction of the supervisor, and performance standards set forth in the collective bargaining agreement.

 

Primary Duties:

This list represents the essential tasks performed by the position. These essential job functions are not to be construed as a complete statement of all duties performed. Employees will be required to perform other duties as assigned. All procurement and purchasing functions are performed in accordance with established policies and procedures. Functions are subject to change from time to time to meet the needs of the School District. Current essential functions include the following:

1. Researches and maintains a thorough understanding of Taos Municipal School District purchasing policies, New Mexico state procurement code New Mexico State Statutes and NM General Service Division guidelines regarding school-based purchasing and bid processes to be able to provide definitive guidance in this area.
2. Assist with all purchasing process district wide including but not limited to obtaining quotes, purchase orders, competitive solicitations, and purchase card program.
3. Coordinates all competitive bid processes related to the procurement of goods, equipment and services valued over the bid threshold established by the district.
4. 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.
5. Procurement, tracking, reporting, and reimbursements of capital projects.
6. Amazon purchasing review and account maintenance.
7. Review and processing travel and reimbursement requests.
8. Fixed assets tracking and inventory.
9. Assist with 1099 processing and other reporting requirements.
10. Assists district staff with purchasing acquisitions under bid threshold via quotes, contracts, obtaining sources.
11. Communicates with District and school administrators and staff to determine purchasing needs.
12. Reviews purchase requisitions to assure source and price are in the best interests of the district.
13. Reviews contracts to ensure accuracy of terms as well as proper documentation exists.
14. Monitor contracts to ensure they remain valid and insurance up to date.
15. Studies and keeps track of price trends, market conditions and availability of more cost-effective goods and services.
16. Research state contracts and other procurement opportunities that can be utilized by the district.
17. Performs periodic reviews of bid, purchase orders, procurement card activity to assess and recommend cost saving measures.
18. Receives and responds to inquiries, concerns, and complaints in areas of responsibility.
19. Attends training, seminars and conferences as required to maintain and enhance job knowledge and skills.
20. 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.
21. Complies with, upholds, and enforces administrative directives and/or regulations, local school board policy, and state and federal regulations.
22. Must perform all other miscellaneous job relates duties assigned.

 

Minimum Qualifications and Procurement skills and qualifications: 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. Basic minimum requirements are subject to change from time to time to meet the needs of the district.

 

Procurement skills and qualifications:

• AA/BA in accounting or related field, or 3 years’ experience in governmental purchasing and procurement
• New Mexico School Business Official License.
• New Mexico Chief Procurement Officer certification, or Ability to obtain Chief Procurement Officer certification within 3-6 months.
• Knowledge of federal code and procurement
• In-depth knowledge of contracts, invoicing, and negotiation terms
• Excellent communication, interpersonal and leadership skills
• Outstanding negotiation skills and Negotiation aptitude.
• Problem solver with a strong analytical mindset
• Outstanding organizational and time management skills
• Judgment and decision-making skills
• Strong understanding of “client-centered” support and the ability to establish effective working relationships at all levels of the organization.
• Proficient in Microsoft software; Word, PowerPoint, Excel, etc.
• Ability to work effectively in an environment with frequent interruptions, requiring the ability to concentrate and consistently produce accurate work while responding to interruptions and changing priorities.
• Ability to maintain confidentiality in all matters including protection of information related to the development of collective bargaining materials and personnel information.
• Ability to work both independently and cooperatively, exercise judgment and creativity, organize work, set priorities, and meet deadlines.
• Must have effective communication, computer, and interpersonal skills, have ability to learn and utilize new software programs as systems are upgraded.
• Ability to establish and maintain effective working relationships with students, staff, and the school community.
• Ability to speak clearly and concisely both in oral and written communication.
• Ability to perform duties with awareness of all district requirements and Board of Education policies.

 

Physical and Environmental Requirements of the Position:

• While performing the duties of this job, the employee is regularly required to sit, talk, or hear.
• The employee must occasionally lift and/or move up to 25 to 50 lbs.
• Frequently required to walk, use fingers, tools, or controls.
• Required to stand, bend, and reach with hands and arms. 
• Specific vision abilities required by this job include close vision.
• The employee must be able to transport from building to building for meetings.
• The noise level in the work environment is usually quiet.

 

The information contained in this job description is for compliance with the American 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.