Purchasing Agent

  • Company: Jeffco Public Schools
  • Location: Golden, Colorado 80401 USA
  • Salary: $66,180 to $79,280
  • Date Posted: December 22, 2021


SUMMARY Responsible for analyzing cost, developing specifications, and scopes of work; and the procurement of materials, supplies, equipment, and services for all schools and departments within the district, informed by the district's responsibility to its taxpayers and the public. Position may be responsible for performing project management duties, contract negotiations and formulation and like duties.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned. Analyze information and evaluate school district spending patterns. Prepare contracts documenting purchases, using standard forms to protect the legal and financial interests of the district. Utilize procurement skills such as negotiation, document development, analysis, and standardization in order to continually decrease cost and increase quality for the district. Proactively develop, seek and contribute to process improvement and procurement strategies along with leadership to optimize purchasing activities and outcomes across the district. Reach out to and communicate with schools, departments and staff at all levels to acquire a clear understanding of requirements for materials, services, cloud/IT services, and state mandated programs within budgetary requirements. Communicate with supervisors, co-workers, subordinates and parent organizations. Speak before groups to convey procurement information. Evaluate and identify opportunities to enhance the experience of those using procurement services and increase awareness of established purchasing procedures and district policies. Direct the development of terms, conditions and specifications of equipment, products, materials, and services to recommend alternatives that would improve quality and value. Promote standardization of product when in the best interest of the district. Evaluate procurement requests to determine appropriate procurement method. Manage purchasing process from solicitation through award and contract, to include: developing specifications and requirements; drafting solicitation documents; reviewing terms and conditions; and conducting pre-proposal meetings, pre-bid conferences, bid openings, and post award conferences. Analyze and evaluate responses and make recommendations for award. Prepare contracts and move through execution, and conduct all in accordance with criteria set forth in the solicitation, district policy requirements, and applicable laws. Maintain expertise in public procurement-related laws, rules, regulations, policies, and procedures. Provide guidance and counsel to schools, departments, and vendors. Assist schools and departments in implementing policies, procedures, operating plans, and programs. Assist with contract production, template form management, and related contracting duties. Source materials, equipment, and services through a variety of solicitation methods. Interview vendors in order to pre-qualify their ability to serve the district as a supplier. Maintain vendor and community relationships for the district. Research and analyze new products, market conditions, and trends which may affect pricing and availability of products and services. Develop and implement purchasing and contract management instructions and procedures. Review all requests for conformance to board policies. Develop specific objectives and plans for each commodity area in order to prioritize, organize, and accomplish long-term goals. Assume leadership roles on district project teams as the need arises. Coordinate, monitor, and analyze vendor's performance. Initiate, on a timely basis, the coordination of issuing and close-out actions for purchase orders. Assist PTAs and booster clubs with the purchasing process to maximize the value of fundraiser receipts and donations. Prepare Board agenda items for solicitations and contracts which require Board approval. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below 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.


EXPERIENCE 3 years experience in acquisition of goods and services, with a focus in public procurement preferred.

EDUCATION AND TRAINING Bachelor degree in business, or a related area or equivalent advanced training and experience commensurate to a degree in business or other fields related to the requirements of this position.

CERTIFICATES, LICENSES, REGISTRATIONS Certified Professional Public Buyer (CPPB), Certified Public Purchasing Official (CPPO), or Certified Professional in Supply Management (CPSM) certification or similar certification preferred at time of hire. If not certified at time of hire, certification is required within three years of hire, and required to be maintained.

SKILLS, KNOWLEDGE, & EQUIPMENT Advanced knowledge of purchasing functions. Required skill with demonstrated experience include: interpersonal communications, public speaking, conflict management, contract negotiation, and relationship building.

DECISION MAKING Ability to lead all aspects of the procurement process for moderate to complex requests, including but not limited to pre-qualification of potential vendors, proposal evaluation including pricing analysis, negotiation or value engineering, and analyzing complex contracts with minimal supervision; all with the intent of purchasing required goods and services for the district. Regularly monitor and manage vendor performance throughout the life of the contract. Skills and knowledge base necessary to reach fair and equitable judgment balancing the best interests of the District with fairness to all seeking contract awards. Ability to make decisions within the parameters of district and board policy and applicable laws. Awareness of the adverse impact of erroneous decisions on the district's financial and reputational conditions.

COMMUNITY RELATIONS Daily contact with classified staff and professional staff within/outside department, vendors, contractors, engineers, and developers to discuss routine internal matters, obtain/furnish information, resolve routine corrections/adjustments, interpret policy, maintain relationships, recommend policy, and negotiate controversial matters; and with public agencies. Participate in professional organizations and councils such as Rocky Mountain Governmental Purchasing Association (RMGPA), Colorado Multiple Assembly of Procurement Officials (MAPO) and Colorado Education Procurement Council (CEPC) to obtain information, resolve routine corrections/adjustments, maintain relationships, and negotiate controversial matters. Weekly contact with advisory committees and school support team to discuss routine internal matters, obtain/furnish information, resolve routine corrections/adjustments, and interpret policy; with parents and the general public and community members to obtain/furnish information, resolve routine corrections/adjustments, interpret policy, maintain relationships, recommend policy, and negotiate controversial matters. Monthly contact with the administrative leadership team to discuss routine internal matters, obtain/furnish information, resolve routine corrections/adjustments, interpret policy, maintain relationships, and recommend policy; with the Board to furnish information, maintain relationships, and recommend policy; and with District lawyers to obtain/furnish information and negotiate controversial matters.

SPAN OF CONTROL May directly supervise purchasing department employees. Carries out supervisory responsibilities in accordance with the organization's policies and applicable laws. Position has input with regard to interviewing and hiring; and rewarding and disciplining employees, team building and mentoring. Position is responsible for training employees; planning, assigning, and directing work; appraising performance; and addressing complaints, and resolving challenges.

EDUCATIONAL DELIVERY Provide support services for schools and departments. Provide direct services for implementation of instructional and department programs; liaison for bond projects; and design and implementation of procedures for purchasing practices.

COMPLEXITY OF WORK Work is identified by supervisors. The position requires independent judgment to coordinate the development, preparation and award of chosen solicitation method which includes the ability to select team and stakeholders; compile information; select terms and conditions; request and/or write specifications; define award criteria; establish bidder list; oversee preparation and distribution; analyze responses; recommend award; select appropriate documentation; manage contract provisions; decide annual renewals; and evaluate vendor's performance. Must have strong verbal and written communication skills, organizational abilities, and negotiation abilities. The physical demands, mental functions, and work environment characteristics 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.

PHYSICAL DEMANDS While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; and talk or hear. The employee is occasionally required to stand and walk. The employee is occasionally required to reach with hands and arms. The employee may very occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, and ability to adjust focus.

MENTAL FUNCTIONS While performing the duties of this job, the employee is regularly required to compare, analyze, communicate, coordinate, evaluate, use interpersonal skills, compile, and negotiate. The employee is frequently required to instruct, compute, and synthesize. The employee is occasionally required to copy.

WORK ENVIRONMENT The noise level in the work environment is usually moderate.

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Contact Info

Name: Brett Adams