Under the direction of the Assistant Superintendent, Business Services, plans, organizes, controls, and directs the purchasing, stores warehouse, inventory control, and publications functions of the District; supervises and evaluates the performance of assigned staff.

Plans, organizes, supervises, and monitors the operation of the Purchasing Department, assuring that all transactions and procedures are in compliance with State law and District policy; prepares or supervises preparation of specifications for routine maintenance agreements, supplies, equipment, and services; works with other department heads, technical staff, and/or consultants to develop specifications for technical equipment or specialized construction or maintenance agreements.

Prepares or oversees the documents for the formal bid process, including advertising projects, holding pre-bid meetings, opening and analyzing bids, and preparing recommendations to the Board of Education for the awarding of bids; secures and records bonds for services and/or construction contracts; checks insurance coverage and researches prior claims against companies; implements and oversees the pre-qualification process of contractors/subcontractors for projects over $1 million dollars.

Works with the County purchasing consortium to participate in developing and administering group bids.

Reviews vendor contracts and agreements for appropriate language and conditions; monitors performance of vendors for adherence to terms of contracts.

Provides technical advice on purchasing to Assistant Superintendent of Business and assists in the formulation of related policies and procedures.

Prepares contracts, agreements, and purchase orders for Board approval using models provided by legal counsel, the San Diego County Office of Education, or other approved sources.

Supervises the processing of all requisitions and purchase orders; oversees maintenance contracts for District equipment.

Implements and oversees operation of automated purchasing systems.

Develops equipment lists for schools, working with Principals, Maintenance & Operations staff, and suppliers to ensure appropriate standards; assists Principals in equipping new facilities; manages the process for determining and maintaining the list of district standard materials and equipment, working with applicable Business Services Division staff, purchasing department staff, and vendors; advises Principals, administrators, and staff members of various departments on purchasing issues, processes, and regulations.

Directs and coordinates warehouse, related inventory, and mail functions with the Stores/Warehouse Supervisor; directs and coordinates publication and related distribution activities with the Print Shop staff.

Manages the District capital equipment and inventory programs including management of inventory control and record-keeping activities; coordinates the transfer and redistribution of equipment; manages surplus property sales and disposal activities.

Prepares preliminary annual budget for the department; analyzes and reviews budgetary and financial data for various units and monitors and authorizes expenditures in accordance with established limitations and priorities.

Supervises, trains, monitors, and evaluates assigned staff.

Operates a computer and other office equipment.

Performs other duties as assigned.

Director of Purchasing plans, organizes, controls and directs the purchasing, stores warehouse, inventory control, and publications functions of the District and personally may handle the most complex purchasing or contracting transactions. A Buyer is a journey-level purchasing position characterized by difficult assignments of above average complexity requiring independent analysis and knowledge of the subject area, and researching and preparing formal and informal bid documents and specifications and handling the analysis, negotiations, and problem resolution necessary for completing such tasks. An Assistant Buyer is the entry level, with positions characterized by beginning assignments and/or very close supervision of assigned work. The Senior Buyer is the advanced level in the series responsible for overall coordination of the purchasing process for assignments that often involve the most complex and costly projects. May act on behalf of the Director in the review and interpretation of contracts. Frequently serves as a lead for lower level purchasing or clerical staff.

These are distinguished from a Purchasing Clerk which performs specialized clerical duties relating to the purchase and control of supplies and equipment.

Knowledge of: applicable State laws, City and County codes and regulations, and District policies and procedures; planning and monitoring techniques, budget preparation and control, inventory control procedures, standard warehouse practices, publication needs and practices, and health and safety rules and regulations; basic supervisory and coaching practices; automated purchasing and inventory control systems; English grammar, spelling, vocabulary, and syntax.

Ability to: Plan, organize, and monitor the purchasing, warehouse and inventory control, and publications operations of the District; oversee, analyze, and approve District purchases and purchase orders; prepare bids, specifications, and related documents to ensure the most cost effective and efficient purchases/services; interpret, apply, and explain rules, regulations, policies, and procedures; communicate effectively orally and in writing; work independently with only general administrative direction; establish and maintain cooperative and effective working relationships with site and District administrators and staff, vendors, architects, consultants, and regulators; negotiate contracts or purchasing issues and resolve difficult problems effectively; demonstrate sound judgment and flexibility, including when under pressure; supervise, train, and evaluate staff and build effective working teams.

Essential Physical Activities and Work Environment: Work is primarily performed in an indoor, office environment. However, travel to warehouse, school site, and publications locations for inspection of needs/problems or meetings is required. Duties require the visual acuity to read and understand technical materials and bid packages, computer screens, regulations, reports, etc.; physical ability to operate a computer and other office equipment and learn software applications; sufficient hearing to comprehend ordinary phone and personal conversation; sufficient clarity of speech to explain regulations and procedures by telephone and in person. The job generally requires 80% sitting, 15% walking, and 5% standing.

Typical Background: At least four years of professional level purchasing experience, including at least two years of supervisory and of public sector or school district experience. Experience should include responsibility for conducting regulated formal bid processes and for implementing, maintaining, and or using automated purchasing systems. A college degree in business or public administration, procurement, or a related field is highly desirable.

Licenses and/or Certificates: Possession of a valid California Class C driver’s license and use of an automobile or proof of an equivalent mode of personal transportation is required.

Qualifications: In order to be considered qualified for a vacancy in this classification, a candidate must possess the required background and successfully demonstrate such background, knowledge, skills and abilities through an examination process.

June 1992

Revised November, 2006:JW. Approved by the Commission on November 16, 2006.

Revised 07/24/2009-AT

Revised March, 2010 AS

Revision adopted by the Personnel Commission on March 24, 2010

Revised 11/2017 Approved by Personnel Commission on December 21, 2017

Revised Distinguishing Characteristics Section 11/2019 - DB