Purchasing System Administrator
Job Title Code
Salary Range (Full-Time)
$5,416.67 mo. - $6,229.17 mo. (dependent on experience and other considerations)
Responsible for the administration, formulation and implementation of the eProcurment technological, strategic and operational plans in support of the department and the DCCCDs directions and goals.
Required Knowledge, Skills & Abilities
Must be knowledgeable of the laws, ordinances, rules, and regulations governing the purchase of commodities and services. Must have experience in developing, evaluating and administering procurement/eProcurement contracts. Knowledge of modern supply management principles and practices, including safety practices/procedures, inventory control methods/practices and various contract development and source selection methods. Must be able to utilize and support various purchasing systems, i.e., Colleague, Jaggaer/SciQuest, Concur, or other similar purchasing systems. Must be able to use tact, be ethical and make rational decisions in accordance with established guidelines, policies and procedures of a purchasing department when dealing with various stakeholders and constituents. Apply independent judgment and technical knowledge to analyze bids, recommend awards, examine quality, and compare specifications and prices of competitive items; evaluate price increases or other material changes to orders and contracts already in force; exercise initiative in the improvement and development of purchasing programs and services. Ability to establish and maintain effective working relationships with diverse, multicultural stakeholders and constituents internal/external to the organization including but not limited to employees, vendors, contractors, etc. Must be able to attend meetings and respond to inquiries regarding contracts, bids and proposals. Ability to manage, direct, and coordinate the activities of a purchasing organization; purchase a wide variety of materials, supplies, equipment, and services for a department; research, prepare, review, and approve technical specifications, purchase requisitions, purchase orders, requests for bids and proposals, and contract documents; negotiate and prepare agreements and contracts. Proficient with data base, spreadsheet and presentation software. Must be able to multitask and prioritize work assignments using independent judgement to meet varying timeframes/deadlines. Ability to analyze problems, form solutions, and make decisions that are impartial and objective. Must be able to provide exceptional customer service.
Normal physical job functions performed within a standard office environment. Reasonable accommodations may be made to individuals with physical challenges to perform the essential duties and responsibilities.
Minimum Knowledge and Experience
Bachelor’s degree or higher plus three (3) to four (4) years of work related experience. Three (3) years of experience with computerized systems, particularly those related to database statistical reporting methods. Official transcripts are required. Special licenses or certifications may be required depending on the nature of the position. Must have valid driver’s license if traveling to off-site locations. *** Will be subject to a criminal background check. Some positions may be subject to a fingerprint check. ***
Preferred Skills: Knowledge of Jaggaer eprocurement system.
Essential Duties and Responsibilities
Responsible for organizing, collaborating and managing all related eProcurement projects. Comprehends and makes inferences from a variety of written material. Researches new and existing products/services to improve quality and lower the costs of items purchased.
Analyzes requisitions and/or orders for quantity, quality, specifications, delivery requirements, and compliance with established policies and procedures. Develops recommendations for improving operating procedures and policies. Develop and administer effective training programs for both stakeholders and constituents internal/external to the organization as well as customers affected and/or using any of the solutions under the realm of the procurement department. Participates in professional development activities and keeps up-to-date on trends, best practices and technology associated with job function. Provides support for district questions regarding procedures and systems related to e procurement system. Proactively develop and maintain working relationships with diverse, multicultural vendors and third party solution partners to recognize cost savings, efficiencies, and safety standards. Acts as a liaison by attending meetings and/or meeting with internal clients to analyze and determine procurement needs, reviewing statistics and opportunities. Communicates related information to department leadership of impending developments. Determines the method and source of purchases, preparing technical specifications and bid/proposal documents. Evaluates formal and informal bids and proposals for commodities and services to recommend the best alternatives. Analyzes purchasing contracts and agreements and interprets terms and conditions. Verifies and maintains e procurement system and provides support to the purchasing department via reporting process. Creates and maintains statistical purchasing/procurement reporting tools to support purchasing. Responsible for the implementation and software upgrades to procurement software and related training of users. Uses interpersonal, oral and written communication skills to present ideas concisely and to communicate effectively with various stakeholders and constituents within/outside the DCCCD network community. Performs other duties as assigned.
The intent of this job description is to provide a representative summary of the major duties and responsibilities performed by incumbents of this job and shall not be construed as a declaration of the total of the specific duties and responsibilities of any particular position. Incumbents may be directed to perform job-related tasks other than those specifically presented in this description. Position requires regular and predictable attendance.