Assistant Purchasing Agent (Current GISD Employees Only)
Gadsden Independent School District (NM), Sunland Park, NM, United States
Provides the district with goods and services in accordance with the New Mexico Procurement Code. Researches and maintains a thorough understanding of the New Mexico Statutes Annotated, Procurement Code policies and guidelines with regards to school-based purchasing and bid processes to be able to provide definitive guidance in this area.Other duties may be assigned.
Complies with the Code of Ethics of the Education Profession; upholds and enforces rules, administrative directives, regulations, GISD school board policies, as well as local, state and federal regulations.
All functions are performed in accordance with established policies, procedures, safety and computer security regulations.
Must have knowledge of or ability to obtain knowledge of the New Mexico Procurement Code and state and federal laws including the ability to interpret and apply rules, regulations and standards to public schools.
Must be able to work independently with minimal supervision and appropriately handle confidential matters and maintain a system of quality and ethical behavior in the procurement process.
Assist with all purchasing process district wide including but not limited to obtaining quotes, purchase orders, competitive solicitations and purchase card program.
Coordinates all competitive bid processes related to the procurement of goods, equipment and services valued over the bid threshold established by the district.
Prepares bid and proposal solicitation documents, including advertisements, bid proposal (RFP, BID, etc.), specifications; prepares bid tabulations; evaluates bids and proposals for determination of award and posts; recommendations to award.
Acts as Purchase Card Administrator for district purchase card program. Order/close cards, ensure compliance of purchases, review charges for documentation and approval. Assists district staff with purchasing acquisitions under bid threshold via quotes, contracts, obtaining sources.
Reviews purchase requisitions to assure source and price are in the best interests of the district.
Research state contracts and other procurement opportunities that can be utilized by the district. Performs periodic reviews of bid, purchase orders, procurement card activity to assess and recommend cost saving measures.
Attends training, seminars and conferences as required to maintain and enhance job knowledge and skills.
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.
Proofread all requisitions for errors and makes corrections as needed.
Prepares and mails correspondence required for bids/proposals to vendors, companies, and district staff.
Prepares bid/proposal material for Board of Education approval.
Prepares and provides purchasing procedures and in-service training to school/department staff.
Communicates, verbally and in written form, to district staff about the procurement procedures. Maintain purchasing documents, files and records, vendor files, etc. for the purpose of ensuring the availability of documentation and compliance with The New Mexico Procurement Code. Prepares contracts and addendums to purchase orders.
Revise all district Contracts/Addendums with appropriate approvals in a timely manner. File all contracts alphabetically or other acceptable organizational methods including archiving previous year’s materials to prepare for the new fiscal year. Responsible for directing and supervising district purchasing functions in accordance to the New Mexico Procurement Code. Evaluates job performance of employees to ensure effectiveness. Attends training, conferences, workshops, etc., as appropriate, to enhance job knowledge and skills. Other duties that may arise for the effective functioning of the purchasing department. SUPERVISORY RESPONSIBILITIES Supervises Purchasing Specialists.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, skills, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Knowledge of N.M. procurement code and ability to determine whether purchasing requests comply with regulations. Knowledge of Microsoft standard office software, including Word Processing and Excel. Good written and oral communication skills. Ability to multi-task with good organizational skills. Ability to manage work to meet critical deadlines and provide support to other departments. Ability to work well with a wide range of individuals and groups both internal and external to the organization. EDUCATION and/or EXPERIENCE Bachelor’s degree with major in business (preferred) New Mexico School Business Official License Five (5) years increasingly responsible experience in purchasing CERTIFICATES, LICENSES, REGISTRATIONS New Mexico Business License or eligible for license Ability to obtain and maintain a Certified Procurement Officer (CPO) license in New Mexico TECHNOLOGY SKILLS Ability to use multiple virtual instructional platforms. Proficient in Google Suites Proficient in Microsoft Office Suites Proficient in social media platforms Experience with online meeting platforms such as Google Meets, Zoom, MS Teams Experience with live streaming platforms LANGUAGE SKILLS Ability to read, analyze, and interpret the most complex documents. Ability to respond effectively to the most sensitive inquiries or complaints.
Ability to write speeches and articles using original or innovative techniques or style. Ability to make effective and persuasive speeches and presentations on controversial or complex topics to top management, public groups, and/or boards of directors. MATHEMATICAL SKILLS Ability to work with mathematical concepts such as probability and statistical inference, and fundamentals of plane and solid geometry and trigonometry. Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations. REASONING ABILITY Ability to apply principles of logical or scientific thinking to a wide range of intellectual and practical problems.
Ability to deal with nonverbal symbolism (formulas, scientific equations, graphs, musical notes, etc.,) in its most difficult phases. Ability to deal with a variety of abstract and concrete variables. PHYSICAL/MENTAL DEMANDS The physical demands 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. While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to reach with hands and arms.
The employee is occasionally required to stand; walk; sit; use hands to finger, handle, or feel; stoop, kneel, crouch, or crawl; and taste or smell. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, depth perception, and ability to adjust focus. Maintains emotional control under stress. WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Occasional District and statewide travel.
Occasional prolonged and irregular working hours. While performing the duties of this job, the employee is occasionally exposed to outside weather conditions. The noise level in the work environment is usually moderate. #J-18808-Ljbffr
Communicates, verbally and in written form, to district staff about the procurement procedures. Maintain purchasing documents, files and records, vendor files, etc. for the purpose of ensuring the availability of documentation and compliance with The New Mexico Procurement Code. Prepares contracts and addendums to purchase orders.
Revise all district Contracts/Addendums with appropriate approvals in a timely manner. File all contracts alphabetically or other acceptable organizational methods including archiving previous year’s materials to prepare for the new fiscal year. Responsible for directing and supervising district purchasing functions in accordance to the New Mexico Procurement Code. Evaluates job performance of employees to ensure effectiveness. Attends training, conferences, workshops, etc., as appropriate, to enhance job knowledge and skills. Other duties that may arise for the effective functioning of the purchasing department. SUPERVISORY RESPONSIBILITIES Supervises Purchasing Specialists.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, skills, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Knowledge of N.M. procurement code and ability to determine whether purchasing requests comply with regulations. Knowledge of Microsoft standard office software, including Word Processing and Excel. Good written and oral communication skills. Ability to multi-task with good organizational skills. Ability to manage work to meet critical deadlines and provide support to other departments. Ability to work well with a wide range of individuals and groups both internal and external to the organization. EDUCATION and/or EXPERIENCE Bachelor’s degree with major in business (preferred) New Mexico School Business Official License Five (5) years increasingly responsible experience in purchasing CERTIFICATES, LICENSES, REGISTRATIONS New Mexico Business License or eligible for license Ability to obtain and maintain a Certified Procurement Officer (CPO) license in New Mexico TECHNOLOGY SKILLS Ability to use multiple virtual instructional platforms. Proficient in Google Suites Proficient in Microsoft Office Suites Proficient in social media platforms Experience with online meeting platforms such as Google Meets, Zoom, MS Teams Experience with live streaming platforms LANGUAGE SKILLS Ability to read, analyze, and interpret the most complex documents. Ability to respond effectively to the most sensitive inquiries or complaints.
Ability to write speeches and articles using original or innovative techniques or style. Ability to make effective and persuasive speeches and presentations on controversial or complex topics to top management, public groups, and/or boards of directors. MATHEMATICAL SKILLS Ability to work with mathematical concepts such as probability and statistical inference, and fundamentals of plane and solid geometry and trigonometry. Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations. REASONING ABILITY Ability to apply principles of logical or scientific thinking to a wide range of intellectual and practical problems.
Ability to deal with nonverbal symbolism (formulas, scientific equations, graphs, musical notes, etc.,) in its most difficult phases. Ability to deal with a variety of abstract and concrete variables. PHYSICAL/MENTAL DEMANDS The physical demands 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. While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to reach with hands and arms.
The employee is occasionally required to stand; walk; sit; use hands to finger, handle, or feel; stoop, kneel, crouch, or crawl; and taste or smell. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, depth perception, and ability to adjust focus. Maintains emotional control under stress. WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Occasional District and statewide travel.
Occasional prolonged and irregular working hours. While performing the duties of this job, the employee is occasionally exposed to outside weather conditions. The noise level in the work environment is usually moderate. #J-18808-Ljbffr