GENERAL SUMMARY
Oversees operations of the Procurement/Accounts Payable Department and Procure-to-Pay process; conducts procurements of supplies and services; and troubleshoots accounts payable, procurement and contract issues.
ESSENTIAL DUTIES & RESPONSIBILITIES
The above position is illustrative of the tasks and responsibilities. It is not meant to be all –inclusive of every task or responsibility. The description does not constitute an employment agreement between the Springfield Public Schools and the employee and is subject to change by the Springfield Public Schools as the needs and requirements of the job change.
- Assists in preparing procurements for various district departments, which includes meeting with departments, ascertaining procurement needs, preparing bid specifications, performing cost analysis, preparing bid package, responding to vendor questions, creating addendums, and facilitating bid opening and evaluations.
- Analyzes and aggregates like needs and ensure procurements are conducted in accordance with rules, regulations and laws.
- Assists in the management of the district’s copy operations and troubleshoots issues that arise during operation. Analyzes and approves payments to vendor.
- Monitors contracts, which includes finding new contracts from collaboratives, troubleshooting contract problems, recommending contracts to end users and filing paperwork for creation; and works with various departments to solve current, pending and future contract issues.
- Reviews and approves Accounts Payable invoice batches for payment as a back-up to Administrator; troubleshoots payment issues with vendors; and ensures vendor information is updated.
- Coordinates purchases from the district’s P-Card program. Enforces the district’s travel policy.
- Provide support to all departments and schools for all their purchasing and accounts payable needs.
- Coordinates and manages the contract workflow and approval process, as well as maintains the database and associated reports.
- Performs related duties of a similar nature and level as assigned.
MINIMUM JOB QUALIFICATIONS
Education and Experience
Bachelor's degree in Business or Public Administration, Accounting, Public Management, or related field required. Minimum 1-3 years’ experience, including experience conducting procurements.
Appropriate education substitutions can be made.
MCPPO Supplies and Services certification required within the first year.
KNOWLEDGE, SKILLS, and ABILITIES
- Knowledge of Massachusetts 30B Procurement Laws
- Knowledge of payment policies
- Ability to relate to and interact with a non-traditional and diverse student and employee population
- Ability to balance competing requirements and needs of client organizations
- Ability to develop and write reports, policies, and correspondence
- Ability to handle common inquiries or complaints
- Ability to respond to questions from students, faculty, staff, and visitors
- Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations
- Ability to define problems, collect data, establish facts, and draw valid conclusions
- Ability to interpret an extensive variety of data and instructions in written, oral, schedule, mathematical, or diagram form and deal with several abstract and concrete variables
- Ability to perform mathematical computations such as addition, subtraction, multiplication, division. Calculate percent distributions, increase rates, and similar computations
- Ability to use (or learn to use) computer software and systems applicable to the position; knowledge of MUNIS and Access highly desirable.
- Ability to follow oral and written instructions and procedures
- Ability to collect, organize, and interpret data and prepare accurate records
- Ability to compare data from a variety of sources for accuracy and completeness
- Ability to organize large volumes of detailed data and information
- Ability to verify and maintain accuracy of detailed data and information, detect data errors
- Ability to maintain well-organized materials, files, systems and tools
- Ability to adapt to changes in work situations and priorities
- Ability to reason/analyze; use logic to identify and resolve problems
- Ability to evaluate, organize, and summarize data and information
- Ability to make varied arithmetic computations rapidly and accurately
- Ability to establish and maintain constructive and cooperative interpersonal relationships with staff, peers, supervisors, or managers in the work unit and other departments, as well as with staff of outside entities and other individuals, as applicable to the essential duties and responsibilities
CORE KNOWLEDGE, SKILLS, AND ABILITIES
- Skill in utilizing interpersonal skills to relate and interact with a diverse population
- Skill in detail oriented planning and able to set priorities, objectives, and meet deadlines
- Ability to provide positive and effective customer service
- Ability to adapt to and accommodate new methods and procedures
- Ability to work independently or as a member of a team
- Ability to apply listening skills, work under pressure, address conflict and solve problems
- Ability to read, analyze and interpret standard, policies, procedures and regulations
- Ability to effectively present information using attention to detail and accuracy
- Ability to exercise good judgment
- Ability to operate standard office equipment, such as a computer keyboard, monitor, copies, scanners, and telephone
- Ability to communicate effectively orally and in writing
PHYSICAL REQUIREMENTS
Exerting up to 10 pounds of force occasionally, a negligible amount of force frequently, and/or or constantly having to lift, carry, push, pull or otherwise move objects, including the human body.
WORKING ENVIRONMENT
This position requires employee be in an office or similar indoor environment.
The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. The list is not all-inclusive and may be supplemented as necessary. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Reach out to Valerie Williams, the Senior Administrator of Talent and Diversity Development at williamsv@springfieldpublicschools.com. She will be happy to answer any questions that you have.
Nondiscrimination Statement
The Springfield Public Schools does not discriminate in employment on the basis of race, color, religion, national origin, sex, gender identity, sexual orientation, genetic information, ancestry, age, disability or military service or marital status. The Springfield Public Schools does not discriminate in admission to, access or treatment in its programs and activities on the basis of race, color, sex, gender identity, religion, national origin, or sexual orientation, disability or homelessness.
Title IX Notice of Nondiscrimination
Springfield Public Schools does not discriminate on the basis of sex in admission, administration of its educational programs or activities or employment. Springfield Public Schools is required by Title IX and its implementing regulations at 34 C.F.R. Part 106 not to discrimination on the basis of sex in admission, administration of its educational programs or activities or employment. The Senior Administrator of Human Resources, Kathleen O’Sullivan, Springfield Public Schools, 1550 Main St. Springfield MA, 01103, 413-787-7100, ext. 55428, has been designated as the employee responsible for coordinating Springfield Public Schools efforts to comply with and carry out its responsibilities under Title IX. Inquiries concerning the application of Title IX and its implementing regulations at 34 C.F.R. Part 106 to Springfield Public Schools may be referred to Kathleen O’Sullivan or to U.S. Department of Education, Office for Civil Rights, 400 Maryland Ave., SW Washington, DC 20202-1100, telephone 800-421-3481.