TITLE: Purchasing Manager - Central OfficePOSITION OVERVIEW: The Purchasing Manager is responsible for organizing purchasing functions of Portland Public Schools, including managing the daily activities in purchasing for day-to-day and capital projects purchases, managing contracts including administering, negotiating, reviewing, renewing, filing, and evaluating for availability, price, term, and quality of products. The Purchasing Manager also coordinates the bid process and ensures compliance with procurement policy and conflict of interest policies and regulations.
ESSENTIAL RESPONSIBILITIES:- Lead in developing a purchasing strategy; keep up with trends in procurement & purchasing
- Contract management to include all aspects (e.g. administer, review, manage, file, evaluate, analyze, and negotiate)
- Negotiate or renegotiate and administer contracts with vendors
- Administer bidding process and contracts (e.g. prepare specifications, evaluate bids, recommend vendors, etc.)
- Research and evaluate vendors/contracts to ensure they are in compliance with local, state and federal government regulations (e.g. vendor debarment and suspension regulation)
- Research and evaluate vendors to compare pricing and services
- Evaluate existing vendors based on quality, timeliness and price
- Identify opportunities for cost savings
- Evaluate quotes and compare to bid documentation
- Ensure quality of procured items and address problems when they arise
- Develop and implement purchasing and contract management instructions, policies and procedures; Continually improve purchasing methods/processes;
- Implement systems enhancements as they pertain to purchasing.
- Review and maintain appropriate and complete documentation of purchasing files and records (purchase orders, contracts, etc.) to ensure compliance with City, State and Federal policies and procedures and ensure the availability of documentation
- Order supplies/goods, equipment and material, review and process/issue purchase orders
- Maintains records of goods ordered and received
- Review and monitor capital purchases to ensure compliance with City and School policies and procedures
- Compile data from variety of sources for analyzing and ensuring compliance with City and School policies and procedures and monitoring of purchasing processes
- Work with department managers to create and monitor, processes for inventory and disposition of equipment
- Respond to inquiries from internal and external sources to provide information, direction, and or appropriate referrals
- Special projects and/or other duties as assigned
KNOWLEDGE, SKILLS, AND ABILITIES:- Excellent oral and written communication skills
- Demonstrates aptitude and precision working with numbers; excellent documentation skills
- Strong ability to manage projects related to implementing new or revised purchasing procedures, policies, and systems.
- Strong interpersonal, collaboration and problem-solving skills
- Highly organized, detail-oriented, and able to multitask effectively
- Desire to constantly improve systems and processes.
- Strong knowledge of purchasing policies, processes, and procedures
- Knowledge and ability to negotiate best vendor terms and pricing
- Computer literacy required, proficient in Microsoft Office Applications (Excel, Word, etc.)
- Ability to learn new software/processes
- Ability to perform function with little or no supervision in a timely manner with high quality results
EDUCATION, TRAINING, AND EXPERIENCE:- Bachelor's degree in business administration, accounting, economics or related field required
- Minimum of five (5) years of work experience in purchasing-related field preferred
- School business management experience preferred
CREDENTIAL REQUIREMENTS:- Maine State fingerprint (CHRC) authorization (more info)
EMPLOYMENT DETAILS:- Schedule: Full Year, Full Time (1.0 FTE)
- Assignment: Permanent
- Reports to: Senior Director of Finance
- Salary range: $85,000-$105,000
- Contract: Non-bargaining
- Overtime: Not eligible for overtime
- Benefits: Eligible for a generous benefits package as outlined here
