Medina Valley ISD Job Description
School Year 2023-2024

Job Title: Purchasing Coordinator Wage/Hour Status: Exempt

Reports to: Asst. Superintendent, Finance & Operations Pay Grade: AP 01B

Dept./Division: Finance Contract Days: 226

Primary Purpose:

Direct and manage the purchasing activities of the district. Ensure compliance with applicable state and
federal laws and regulations governing school district purchases of goods and services. This is a new position for M edina Valley ISD and the candidate selected will be tasked with evaluating current procedures and expanding the district’s procurement function.

Qualifications:

Education/Certification:
Bachelor’s degree in business or related field

Special Knowledge/Skills:

Knowledge of competitive bidding statutes and purchasing procedures required
School experience in purchasing strongly preferred, to include working knowledge of the Texas
Education Agency Financial Accountability System Resource Guide (FASRG) and Education
Department General Administrative Regulations (EDGAR)
Knowledge of automated purchasing systems and financial management software
Proficiency in Microsoft Office, specifically Excel
Data analysis skills
Knowledge of accounting and auditing principles
Ability to problem solve, think critically and manage conflicts
Strong computer skills and technology implementation, to include ability to use software to develop spreadsheets, utilize databases, and do word processing
Effective organizational, communication, and interpersonal skills
Project management and task prioritization principles

Experience:
Minimum 3 years purchasing experience in public sector

Major Responsibilities and Duties:

Vendors

1. Establish and manage an approved vendor list and provide campuses and departments vendor options for purchases.

Medina Valley Independent School District will provide its student with an educational environment designed to inspire excellence, promote creative thought, achieve maximum potential, and instill responsible behavior and attitudes.

Last Reviewed: May 2023

Medina Valley ISD Job Description
School Year 2023-2024

2. Review and approve new vendors to be included in the vendor database and assist in monitoring vendors requiring Independent Contractor Agreements.

3. Verify purchasing co-operative contracts and enter updated contract information for applicable vendors in Skyward.

4. Maintain vendor files and request updated business forms as needed (Conflict of Interest
Disclosures, etc.)

5. Monitor Ecommerce accounts (Amazon, Office Depots, etc.)

6. Review vendor activity on an annual basis and remove inactive vendors from database.

7. Establish and maintain relationships with vendors to verify availability of supplies and equipment, verify purchase order process, obtain valid quotes and work with customer service reps to resolve issues as needed.

8. Request and acknowledge 1295 forms filed by vendors on the Texas Ethics Commission website.

Purchase Orders

9. Review and approve campus and department requisitions to ensure best pricing, co-op used, commodity code assigned, etc.

10. Work closely with Accounts Payable to assist in resolving issues with incorrect invoices or receiving.

11. Monitor open purchase orders and work with campus or department personnel to ensure timely receiving in Skyward and close purchase orders that are no longer valid.

12. Research and reconcile all outstanding purchase orders at fiscal year-end.

Credit Card Programs

13. Develop and implement policies and procedures for expanding the district’s current credit card program to assist with purchasing at campuses and departments.

14. Serve as the main point of contact for credit card program customer representatives and district personnel.

15. Assist accounting department with approving and reconciling credit card purchases and statements.

Purchasing Cooperatives

16. Serve as the District’s contact for all purchasing cooperatives and maintain updated files including all signed contracts and membership agreements.

17. Provide all required monthly purchasing reports to purchasing cooperatives as needed (BuyBoard, etc.)

18. Research and evaluate new purchasing cooperative relationships that will benefit the district.
Medina Valley Independent School District will provide its student with an educational environment designed to inspire excellence, promote creative thought, achieve maximum potential, and instill responsible behavior and attitudes.

Last Reviewed: May 2023

Medina Valley ISD Job Description
School Year 2023-2024

Formal Procurement Process

19. Responsible for the purchase of materials and equipment for the district by competitive bids, competitive sealed proposals, requests for proposals, government catalog contract purchases, informal quotations, and negotiations following established district criteria and in compliance with state purchasing rules.

20. Preparation of all bidding documents, including notice and instructions to bidders, specifications, and form of proposal.

21. Evaluate formal bids and make recommendations for the awarding of contracts to the Assistant
Superintendent of Finance for school board approval.

Auction Website

22. Work with third party auction company to manage additions to the district’s auction website.

23. Maintain schedule of auction sales and collections.

Compliance and Policy

24. Maintain the district’s commodity code list and ensure tracking in Skyward by purchase order.

25. Review and document aggregate commodity spending to ensure compliance with district, state, and federal purchasing laws.

26. Provide all requested purchasing documentation/contracts to district auditors during annual financial audit.

27. Ownership of the purchasing policy manual for the district ensuring that all procedures are in compliance with state laws and the Education Department General Administrative Regulations (
EDGAR).

28. Develop the district procurement calendar and monitor for upcoming contract expirations and compliance deadlines to ensure that all documentation is approved by the school board within the required time period.

29. Stays informed on important legislations, regulations, rules, and policies that affect purchasing by maintaining a continuing program of professional self-development through attending professional meetings and certification courses.

Administration

30. Work cooperatively with district personnel to assist in facilitating purchases.

Medina Valley Independent School District will provide its student with an educational environment designed to inspire excellence, promote creative thought, achieve maximum potential, and instill responsible behavior and attitudes.

Last Reviewed: May 2023

Medina Valley ISD Job Description
School Year 2023-2024

31. Provide training to district personnel on purchasing policies and procedures and purchasing system
(Skyward), as needed.

32. Compile, maintain, and file all physical and computerized reports, records, and other documents required, including auditable accounting records.

33. Follow district safety protocols and emergency procedures.

Supervisory Responsibilities:

N/A

Mental Demands/Physical Demands/Environmental Factors:

Tools/Equipment Used: Standard office equipment including personal computer and peripherals.
Posture: Frequent sitting and standing; occasional bending/stooping, pushing/pulling, and twisting
Motion: Repetitive hand motions; frequent keyboarding and use of mouse; occasional reaching
Lifting: Occasional light lifting and carrying (less than 20 pounds)
Environment: May work prolonged or irregular hours; work inside and outside (exposure to sun, heat, cold, and inclement weather), exposure to noise; occasional districtwide and statewide travel
Mental Demands: Work with frequent interruptions; maintain emotional control under stress

Medina Valley ISD does not discriminate against any employee or applicant for employment because of race, color, religion, sex, national origin, age disability, military status, or on any other basis prohibited by law. Employment decisions will be made on the basis of each applicant’s job qualifications, experience, and abilities. The foregoing statements describe the general purpose and responsibilities assigned to this job and are not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.

Employee Signature: Date:

Reviewed by: Date:

Approved by: Date:

Medina Valley Independent School District will provide its student with an educational environment designed to inspire excellence, promote creative thought, achieve maximum potential, and instill responsible behavior and attitudes.

Last Reviewed: May 2023

Job Type: Full-time

Pay: $67,757.06 - $92,377.50 per year

Benefits:

• Dental insurance
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday
• Overtime

Ability to commute/relocate:

• Castroville, TX 78009: Reliably commute or planning to relocate before starting work (Required)

Experience:

• Purchasing: 1 year (Preferred)

Work Location: In person

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