Purchasing Supervisor

Basic Function and Representative Duties

BASIC FUNCTION:

Plan, coordinate and oversee the daily activities and operations of the Purchasing Department; oversee the public works bidding and documentation control process; coordinate and perform surplus disposal and fixed asset tracking and documentation; train and evaluate the performance of assigned personnel.

REPRESENTATIVE DUTIES:

ESSENTIAL DUTIES:
• Plan, coordinate and oversee the daily activities and operations of the Purchasing Department; assure compliance with applicable laws, codes, rules and regulations

• Train and evaluate the performance of assigned personnel; interview and select employees and recommend transfers, reassignment, termination and disciplinary actions; assign employee duties and review work for accuracy, completeness and compliance with established requirements

• Review purchasing transactions and requisitions for equipment, supplies and materials; verify account codes; determine vendor and price as necessary; supervise and monitor the processing, printing and distribution of purchase orders; review, approve and process requisitions

• Oversee the public works bidding and documentation control process; approve and sign construction contracts according to established guidelines

• Coordinate and perform surplus disposal and fixed asset tracking and documentation

• Obtain and study comparative prices and quotations; develop and vendor lists; initiate contact with vendors relative to supply and equipment availability; purchase supplies, materials and equipment

• Prepare and maintain a variety of narrative and statistical reports, records and files related to assigned activities and personnel; research and prepare a variety of special projects as requested

• Provide information and assistance to the Deputy Superintendent regarding assigned functions; assist in the formulation and development of processes, policies, procedures and programs; make recommendations to appropriate personnel regarding software development and enhancements

• Communicate with other administrators, personnel and outside organizations to coordinate activities and programs, resolve issues and conflicts and exchange information; serve as a technical resource and resolve issues regarding product sourcing, safety, discrepancies, accounting payable issues, fixed asset, surplus disposal and public works bidding processes

• Operate a computer and assigned software programs; operate other office equipment as assigned; drive a vehicle to various locations as needed

• Attend various meetings as assigned and make presentations; serve on assigned user groups or committees; maintain current knowledge of and interpret applicable laws, codes, rules and regulations

• Supervise and provide back-up for USPS mail processing activities

• Participate in the preparation of the department budget; analyze and review budgetary and financial data; control and authorize expenditures in accordance with established limitations

OTHER DUTIES:
Perform related duties as assigned

Knowledge and Abilities

KNOWLEDGE AND ABILITIES:

KNOWLEDGE OF:
Planning, organization and supervision of the Purchasing Department
Principles, methods, practices and procedures of purchasing
Sources of supply, commodity markets, marketing practices and commodity pricing methods and discounts
Automated and manual record-keeping practices
Budget preparation and control
Oral and written communication skills
Principles and practices of supervision and training
Applicable laws, codes, regulations, policies and procedures
Operation of a computer and assigned software
Interpersonal skills using tact, patience and courtesy
Report preparation techniques

ABILITY TO:
Plan, coordinate and oversee the daily activities and operations of the Purchasing Department
Oversee the public works bidding and documentation control process
Coordinate and perform surplus disposal and fixed asset tracking and documentation
Train and evaluate the performance of assigned personnel
Interpret market prices and trends
Revise and adopt work procedures and software systems to meeting changing needs
Plan and schedule buying activities for greatest efficiency and service
Communicate effectively both orally and in writing
Interpret, apply and explain laws, rules, regulations, policies and procedures
Analyze situations accurately and adopt an effective course of action
Meet schedules and time lines
Work independently with little direction
Plan and organize work
Prepare comprehensive narrative and statistical reports

Education, Experience and Other Requirements

EDUCATION AND EXPERIENCE:

Any combination equivalent to: bachelor's degree in business administration, accounting or related field and five years of increasingly responsible experience in purchasing operations

LICENSES AND OTHER REQUIREMENTS:

Valid California driver's license

Working Conditions and Additional Information

WORKING CONDITIONS:

ENVIRONMENT:
Office environment
Driving a vehicle to conduct work

PHYSICAL DEMANDS:
Dexterity of hands and fingers to operate a computer keyboard
Hearing and speaking to exchange information in person or on the telephone
Seeing to read a variety of materials
Sitting for extended periods of time

EXAMINATION INFORMATION:
The first step in the examination process is the application screening and whether or not the candidate meets the minimum qualifications listed.
The testing process may consist of a written exam; an oral exam; a performance exam; a structured interview (SI); a qualification appraisal interview (QAI); an evaluation of training & experience/education (T&E) and/or any combination thereof.
ONLY the No Child Left Behind (NCLB) test requires and is mandated to have a passing score of 70 on each of the three parts of the test.
All other tests will have a passing score set between 50 and 99 depending of a variety of factors affecting that specific recruitment.
All candidates must pass the first examination process to be invited to the next step/test in the process.
As the testing process consists of a minimum of two examination processes; the weight of each those processes may be determined at any step in the processes.
Qualified candidates will be notified of the date, time, and place of the examination(s)/test(s).
Candidates will be notified of the minimum pass points/test score for each examination and/or test in the examination process.

OTHER: Proof of identification for completion of Form I-9, Employment Eligibility Verification, must be submitted at the time of processing for employment.

SALARIES: All salaries as stated are based on present information and are subject to change. Appointments are made at the minimum salary shown in the posting and increases are granted at intervals based on anniversary date.

Notification of Non-Discrimination Policy
The Berkeley Unified School District is committed to fostering a positive working environment for its employees. Accordingly, BUSD practices shall be free from discrimination, harassment, intimidation and bullying of any employee based on an employee's actual race, color, ancestry, national origin, ethnic group identification, age, religion, marital status, physical or mental disability, sex, sexual orientation, gender, gender identity, or gender expression; the perception of one or more of such characteristics; or association with a person or group with one or more of these actual or perceived characteristics.

The Board also prohibits retaliation against any district employee or job applicant who complains, testi?es or in any way participates in the district's complaint procedures instituted pursuant to this policy.

The following employee has been designated to handle questions and complaints of alleged discrimination regarding Board Policy 4030:

Compliance Officer and Title IX Coordinator
2020 Bonar Street, Room 116
Berkeley, CA 94702
Phone: 510-486-9338
Email: nondiscrimination@berkeley.net