Position Type:
Professional/Technical/Business Services

Date Posted:
6/25/2024

Location:
Educational Service Center

Date Available:
Upon Hire

Closing Date:
Until Filled

Hours per Day:
8 hrs a day/ $39.34 - $49.17

Days of the Week:
Monday,Tuesday,Wednesday,Thursday,Friday

Days per Year:
260First Consideration is July 3, 2024

POSITION SUMMARY:
This position performs a variety of professional level functions related to procuring materials, equipment, and services for clients District-wide. The position ensures that all purchases are made in compliance with governmental regulations and District policies/procedures. Additional responsibilities include initiating the bid process, which is comprised of preparing specifications, determining highly qualified, responsive and economical sources using advertised and negotiated procedures, and awarding resulting contracts for required products/services

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. This list is meant to be representative, not exhaustive. Some incumbents may not perform all the duties listed while in other cases related duties may also be assigned. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. Serves as the purchasing contact for all requisitions; audits and examines purchase requests to ensure compliance with State and Federal regulations plus District policies regarding all purchase activities. Utilizes the district's accounting software to ensure that purchase requisitions are reviewed for accurateness and processed within compliance of district accounting procedures. Researches and resolves purchase order and contract concerns with vendors. Seeks solutions for all vendor inquiries, protests and appeals.
2. Initiates, prepares and advertises formal bid specifications and formal quotations in conjunction with end-users, vendors and regulatory agencies. Evaluates competitive offers and sealed bids to determine the total end-use cost for a product or service. Determines successful bidder and awards resulting contracts. Prepares documentation for audit trail and report to the Board.
3. Ensures all contractual documents are complete prior to consideration by the Board; includes specifications, funding, legal approvals and liability issues. Prepares the monthly report to the Board.
4. Provides support, assistance and training to school and department personnel with regard to purchasing activities and compliance with state and district policies and procedures. Acts as primary point of contact for office personnel on purchasing procedures and transactions. Seeks to provide research, problem solving and recommendations for questions related to purchasing procedures. Contacts, as necessary, other districts, the State, OSPI and members of the Business Services team to resolve purchasing issues.
5. Coordinates all aspects of the fixed asset inventory including: development of instructions to the schools/departments, supporting the schools/departments in the inventory preparation, collecting of annual inventory, compilation of schools/departments data, inputting inventory data into district's financial system and creation of year-end report for financial statement presentation. Maintains current status of the fixed asset inventory transactions in the district's accounting system on a year-round basis.
6. Conducts training and assists schools/departments in the proper processes and procedures for purchasing utilizing the district's accounting system
7. Monitors purchasing transactions, including procurement card transactions, to assure expenditures follow existing contracts and within state bid laws. Works with school/department staff if corrective action is needed or competitive purchasing requirements (bids, quotes, etc.) must be utilized.
8. Provides purchasing support for new construction and remodels including: preparing all equipment bids and quotations, monitoring expenditures against budget, coordinating delivery of goods and providing building level support through project completion.
9. Develops and maintains appropriate records, such as certificates of insurance, bid logs, and contract logs.
10. Oversees and maintains vendor database in the district's accounting system. Adds new vendors following compliance with 1099 requirements, updates current vendor data as appropriate and acts as a resource for questions regarding this module. Monitors the W-9 process and ensure vendors compliance when necessary.

OTHER RESPONSIBILITIES

1. Undertakes special purchasing projects requiring detailed analysis including adding support and administration functions of major district contracts (e.g.; cold beverage contracts, copiers, cell phones)
2. Maintains current knowledge of rules, regulations, legislation, contracts, technology and policies procedures governing purchasing activities. Learns new skills as required; attends state and local meetings as appropriate and consults with regulatory agencies as needed. Performs training at staff meetings on topics of knowledge or newly learned skills when requested.
3. Serve as member of the Business Services Team; performs related duties consistent with the scope and intent of the position.

The preceding list of responsibilities is not exhaustive and may be supplemented as necessary.

REQUIRED QUALIFICATIONS
Education and Experience
Bachelor's degree in Business Administration or related field and two years of increasingly responsible professional purchasing experience. Any combination of education or experience, which provides the applicant with the knowledge, skills, and ability required to perform the work will be accepted. Related experience may be substituted for the education requirement on a year-for-year basis

PREFERRED QUALIFICATIONS

1. Certification by the National Association of Purchasing Management (C.P.M. or A.P.P.) or the National Institute of Governmental Purchasing (C.P.P.O.) is desired.
2. Knowledge of BusinessPlus accounting software to access data and work efficiently.
3. Certification by Washington Association of School Business Officials (WASBO)

CONDITION OF EMPLOYMENT:
Criminal background clearance
Valid Washington State Driver's license
Work scheduled hours on a consistent basis

KNOWLEDGE OF:
Familiarity with the Uniform Commercial Code, the Revised Code of Washington, the Washington Administrative Code and other laws and regulations as they relate to the purchasing activity.

ABILITY TO:
Demonstrate basic knowledge of modern technology and willingness and ability to increase knowledge to proficiency
Demonstrate a positive attitude towards cultural differences and honor the uniqueness of individuals and embrace diverse backgrounds
Build the capacity of others regarding anti-racist and inclusive practices
Effectively serve as a communication link with various organizations, employees, departments and the public
Demonstrate excellent word processing, spreadsheet, newsletter, website and database skills
Demonstrate proficiency with Microsoft Word, Microsoft Excel, Microsoft Publisher and PowerPoint
Demonstrate proficiency with operating personal computer systems
Structure and format reports and graphs on a variety of software systems
Demonstrate skill in operating a variety of office machines
Work effectively under pressure and meet multiple deadlines
Work independently and timely initiate appropriate projects
Cope with and assist angry or distraught staff, parents and other community members
Maintain strict confidentiality
Be customer service oriented and have the ability to establish and maintain positive and effective working relationships with staff, parents, principals, administrators, vendors, outside agencies and the general public
Relate effectively with parents, staff, students, vendors and the public in a multicultural and multiracial community
Routinely resolve problems and make decisions based on good judgment
Work collaboratively and work as a team member
Demonstrate proficiency at multi-tasking and organization skills
Accomplish work with absolute accuracy
Be flexible, technology oriented and able to cope with interruptions as part of a daily routine
Demonstrate a high degree of initiative, judgment, discretion and ability to carry out assigned duties
Demonstrate aptitude with web page programs
Maintain a willingness to upgrade skills to meet changing job conditions
Successfully perform the responsibilities listed
Perform the essential functions of the job with or without reasonable accommodations
REQUIRED KNOWLEDGE, SKILLS AND ABILITIES RELATED TO CULTURAL COMPETENCE AND EQUITY:
Knowledge/awareness of own cultural identity and how this influences behavior, and desire to learn about the cultural identity of others.
Ability to establish and nurture an environment that promotes cultural competence and equitable treatment of staff, students, and patrons of the District.
Ability to understand and hold self and others accountable for promoting the Federal Way Public Schools' commitment to "Each Scholar: A Voice. A Dream. A Bright Future."
Ability to recognize that each person is a unique individual even as we celebrate their group cultural heritage.

PHYSICAL 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 will regularly sit, stand and walk, bend neck and back, use hands for repetitive grasping and pushing/pulling. The employee must be able to see, hear, and speak English. The employee is frequently required to use hands for fine manipulation. The employee may be required to climb stairs/ladder, lift and reach overhead, and lift/carry. The employee must constantly lift/carry up to 10 lbs and must occasionally lift/carry up to 35 lbs. The employee is occasionally required to push/pull a maximum force of 200 lbs.

WORK ENVIRONMENT:
The workstation is in a typical office setting. Most duties involve computer use exposing the employee to visual display terminal for prolonged periods. Position requires visual concentration on detail, dexterity, and precision. The employee may experience interruptions and be required to meet periodic inflexible deadlines and cyclical requirements for hours beyond normal workday. Flexibility with daily work schedule may also be required. A moderate amount of travel to schools is necessary. Position also requires sitting for long periods of time, walking, standing, carrying, filing, hearing, speaking, writing, and keyboarding.

WORK SCHEDULE
This position typically works Monday through Friday during the school year. Hours may vary. REPORTING RELATIONSHIPS
Reports to the Director of Accounting and Purchasing

REPRESENTATION
Federal Way Professional-Technical Employees Association

LEVEL OF COMPENSATION
Level E on the Prof-Tech Salary Schedule
This position includes benefits prorated based on FTE to include: medical, dental, vision, life insurance, sick and vacation, and retirement

CLASSIFICATION HISTORY
Created 10/2023
Updated 06/25/2024

Disclaimer
The preceding list is not exhaustive and may be supplemented as necessary. The statements contained herein reflect general details as necessary to describe the principal functions of this job, the scope of responsibility and the level of knowledge and skills typically required but should not be considered an all-inclusive listing of work requirements, skills or duties so classified. All personnel may be required to perform duties outside their normal responsibilities from time to time as needed.

All employment open positions are made available on a nondiscriminatory basis without regard to race, color, creed, religion, sexual orientation, national origin, gender, age, disability or veteran status.
Job descriptions are written as a representative list of the ADA essential duties performed by the entire classification. They cannot include, and are not intended to include, every possible activity and task performed by every specific employee.