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Assistant Director, Purchasing and Contract Management
Assists the Director in managing the university’s purchasing department to ensure compliance with university, state, and federal policies, procedures, laws, and regulations. Performs highly advanced purchasing work in complex procurements of commodities and services. Responsible for preparing Requests for Proposals (RFP) and Invitations for Bid (IFB) with accompanying procurement documents, amendments, bid tabulations. Evaluates and analyzes bids to recommend contract awards. Assists the Director to ensure university departments are compliant with purchasing policies, procedures and statutes. Provides guidance and assistance to university departments in the procurement of goods and services. Assumes the duties of Director during the director’s absence. Reports to the Director of Purchasing and Contract Management.
Purchases items requiring knowledge of an unusual nature. Prepares and reviews specifications, working with agency representatives and vendors to secure full technical description of items. Reviews specifications used as a basis for bids on commodities within assigned classifications. Reviews tabulations and analyses of bids to determine best value bid, and prepares or oversees the preparation of purchases orders. Distributes bid invitations to vendors. Advises university representatives on proper interpretation and application of purchasing policies and regulations. Maintains purchasing records. Corresponds with university representatives and vendors regarding purchase requirements, delivery, and quality of merchandise. Rejects items that do not meet specifications. Develops annual commodity contracts, awards contracts, and expands and revises existing contracts. Maintains warehouse inventory supply orders to include annual PO’s for items purchased consistently throughout the year. Maintains internal controls to ensure that purchases are made in compliance with state law and university policy. Performs other related duties as assigned.
Experience in purchasing, record keeping and/or specification writing. Five or more years of progressively responsible purchasing experience, preferably within a State of Texas agency or university. Must have skill and experience with computer software (Access, Excel, Word, etc.) and typing.
Knowledge of accounting principles, purchasing methods and procedures, purchasing and supply sources, prices, market factors, product characteristics and general specifications. Must have knowledge of assigned commodities and products on the open market. Requires knowledge of record keeping, reporting procedures, and departmental policies and procedures. Must be able to develop methods and procedures for locating supply sources.
Bachelor’s degree with major course work in business, accounting, public administration or a related field is preferred. Extensive relevant experience may be substituted for years of education. Must have/be able to obtain Certified Texas Procurement Manager (CTPM) Certification.
Professional demeanor in person and over the telephone. Excellent organizational and communication skills. Must be able to establish and maintain effective working relationships. Must be able to demonstrate initiative and independent judgment. Ability to work independently and as a team member. Ability to provide leadership and to train others. *Regular reliable attendance is required. *Requires Certified Texas Procurement Manager (CTPM) Certification. *This position is designated as security sensitive and requires a criminal background check.