Southeast

SUMMARY

Under general supervision, performs complex and large-scale professional purchasing support for the District; has programmatic and/or project responsibilities with major organizational and/or District wide impact.

 

RESPONSIBILTIES:

Plans, organizes and coordinates complex purchasing activities with District-wide and/or major internal operational and funding impacts.
Develops and directs specification, contracting and expediting activities, as well as provides an advisory role for the purchase of complex multi-year and/or multi-departmental contracts for a variety of materials, supplies, equipment, construction, and services.
Determines cost-effective techniques and data gathering processes. Assists in developing purchasing goals, objectives, policies, procedures and work standards for the Purchasing function.
Analyzes purchasing alternatives and makes recommendations for disseminating information about products and suppliers. Provides and applies broad based specialized and technical knowledge and expertise in commodities, construction and services.
Selects, qualifies, communicates expectations, and influences suppliers to improve performance and quality of service. Assists upper management and technical teams to select, specify and qualify products, services, and suppliers in assigned commodity categories.
Provides liaison and staff support to a variety of committees, leadership and departments. Leads standardization teams, specialized committees, and supplier performance problem-solving teams.
Organizes, directs, and leads negotiating teams in evaluating and negotiating contracts.
May direct the work of professional, technical and/or support staff on a project or day-to-day basis; provides training to staff and may be responsible for such supervisory functions as performance evaluation and discipline.
Maintains accurate records and files related to the areas of assignment. Originates a variety of technical and narrative reports, correspondence and other written materials.
Contributes to the efficiency and effectiveness of the department’s service to its customers by offering suggestions and directing or participating as an active member of a work team.
Analyzes requests for acquisition and determines the type of materials, supplies, equipment or services required; prepares formal specifications and bid packages; ensures that such requests are complete and that proper authorization has been obtained.
Creates and negotiates complex contracts and request for proposals including, but not limited to, construction; professional services; software license agreements; maintenance/support agreements and real property sales, purchases and leases.
Communicates with legal staff regarding contract provisions. Responds to formal protests regarding bid requests.
Provides training to internal and external customers on purchasing related policies and procedures.
Interviews suppliers, visits manufacturers, attends product demonstrations and obtains samples/literature from potential suppliers; obtains comparative data regarding price, quality, quantity, availability and delivery of materials, equipment and supplies; recommends sources of supply to include small, minority and women-owned businesses.
Solves contractual problems and disputes, follows-up and authorizes contract modifications to ensure that departments receive materials, supplies and services of appropriate quality and quantity in a timely manner.
Conducts specification and pre-bid meetings and informs suppliers/contractors of purchasing policies, procedures, licensing, insurance, bonding and all other requirements needed to conform with District requirements.
Surveys the various markets, studying trends and keeping current on new developments and products. Procures the most cost-effective supplies, materials, equipment and services from qualified and responsive vendors in compliance with state and MPS procurement codes and procedures.
Demonstrates courteous and cooperative behavior when interacting with students, clients, visitors, and MPS staff; acts in a manner that promotes a harmonious and effective workplace environment
Enthusiastically promotes the Superintendent’s goals and priorities in compliance with all policies and procedures.
Maintains absolute confidentiality of work-related issues, records and MPS information.
Other duties or tasks may be assigned on an as-needed basis
At times may be required to work outside normal business hours and work extended hours to accomplish requirements of the position.
MINIMUM QUALIFICATIONS

Bachelor’s Degree in Business or Public Administration, or related field

AND

4 years of professional purchasing experience; OR an equivalent combination of education, training and experience as determined by Human Resources.

 

Knowledge of:

State and Federal laws, statutes, rules and regulations governing purchasing functions.
MPS policies and procedures related to purchasing activities.
Principles and practices of public sector purchasing and records management.
Business arithmetic; standard office practices and procedures, including filing and the operation of standard office equipment; record keeping principles and practices.
Principles and practices of project management.
7 step process, Lean/Six Sigma.
ERP and related purchasing systems.
Correct business English, including spelling, grammar and punctuation.
Principles and practices of contract negotiation and administration.
Applicable laws, codes, regulations, policies and administrative procedures;
Skill in:

Understanding and explaining purchasing standards and procedures, and applicable rules and regulations.
Performing strategic sourcing.
Performing professional level procurement functions effectively with regard to quality, quantity and price.
Applying applicable laws, codes and regulations, using initiative and independent judgment.
Preparing clear and concise reports, agendas items, correspondence and other written materials;.
Reading and interpreting purchasing requests, specifications and other written materials.
Organizing and prioritizing work and meeting critical deadlines.
Coordinating efforts in a complex organization with numerous sites/locations.
Analyzing, interpreting and explaining complex regulations, procedures and specifications, as applicable to purchasing documents.
Entering numerical and technical information into a computer system with speed and accuracy.
Maintaining accurate and interrelated purchasing and technical records.
Establishing and maintaining effective relationships with co-workers, vendors and others.
Using initiative and independent judgment within established procedural guidelines.
Operating a personal computer utilizing standard and specialized software.
Communicating effectively verbally and in writing.
LICENSE AND CERTIFICATION REQUIREMENTS

A valid Minnesota State Driver’s License may be required.

 

PHYSICAL DEMANDS AND WORKING ENVIRONMENT

Work is performed in a standard office environment which requires occasionally lifting such articles as file boxes or heavier materials with help from others and/or lifting and carrying light objects frequently. A job is in this category may require walking or standing to a significant degree or may involve sitting most of the time with long periods of computer work and heavy phone usage.

 

AMP  59  Exempt

SUMMARY

Under general supervision, plans, assigns, directs and reviews the work of assigned staff; and provides difficult, technical, complex or specialized financial, business and accounting office support; processes accounts payable invoices, reconciles vendor statements, reviews and enters data, processes transactions, verifies data integrity and ensures accuracy and timely payments.

 

ESSENTIAL FUNCTIONS — Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills.  This list is ILLUSTRATIVE ONLY, and is not a comprehensive listing of all functions and duties performed by incumbents of this class. Employees are required to be in attendance and prepared to begin work at their assigned work location on the specified days and hours. Factors such as regular attendance at the job are not routinely listed in job descriptions, but are an essential function. Essential duties and responsibilities may include, but are not limited to, the following:

 

Provides lead direction, training and work review to assigned staff; organizes and assigns work, sets priorities and follows-up to ensure coordination and completion of assigned work.
Receives and verifies invoices for goods and services; ensures that the transactions comply with MPS financial policies, controls and procedures; verifies information with site/department that goods were received, or service was provided.
Determines proper use of account codes, object codes, discount, and payment terms; processes invoices for payment.
Reconciles monthly statements from vendors.
Answers vendor inquiries in reference to payments, data, receipt of goods, etc.
Maintains updated vendor files; establishes and maintains complex records/filing system of accounts payable vendor files and other financial records, including invoices for retrieval/review by auditors.
Trains new and temporary personnel regarding accounts payable transactions.
Supervises the weekly 3rd party payroll system; coordinates efforts with Payroll Unit to reconcile 3rd party vendor payments.
Confirms accuracy of totals of invoices processed to totals paid to vendors; acts as back-up for maintaining spreadsheet compiling total invoice amounts processed on a daily basis; investigates discrepancies and make corrections as needed.
Maintains files for independent contractors; monitors the payments to independent contractors so that payments and tax codes are accurate; continually compares total payment amounts made to contractors against the total amount of their contract to avoid overpayment.
Verifies tax codes for contractors in preparing to process 1099s; matches and collates vendor numbers in the event there are duplicates; prepares 1099s for mailing; ensures that the paperwork related to the processing of 1099s is done in an accurate and timely manner.
Performs investigative transactions to ensure that payments are processed within budget amounts and have proper approval.
Prepares journal entries and /or uploads in SAP.
Demonstrates courteous and cooperative behavior when interacting with students, clients, visitors, and MPS staff; acts in a manner that promotes a harmonious and effective workplace environment
Enthusiastically promotes the Superintendent’s goals and priorities in compliance with all policies and procedures.
Maintains absolute confidentiality of work-related issues, records and MPS information.

MINIMUM QUALIFICATIONS
Education, Training and Experience Guidelines

High School Diploma/GED; AND four (4) years of Accounts Payable experience; OR an equivalent combination of education, training and experience as determined by Human Resources.

 

Knowledge of:
Basic supervisory principles and practices.
Accounting and budgeting principles and methods, including grant fund and special fund procedures.
Applicable policies, procedures and regulations covering specific areas of assignment.
Principles and practices of auditing financial documents and records.
Specialized MPS and state agency accounting software applications.
Principles of record keeping and records management.
Personal computers utilizing standard and specialized software applications.
Skill in:

Planning, directing and reviewing the work of others on a day-to-day basis.
Instructing others in work procedures.
Maintaining accurate accounting records, and identifying and reconciling errors.
Analyzing and resolving varied financial office administrative problems.
Organizing, researching and maintaining financial files.
Reviewing financial documents for completeness and accuracy.
Reviewing, posting, balancing and reconciling financial records.
Performing mathematical calculations with skill and accuracy.
Entering numerical data into a computer system with speed and accuracy.
Establishing and maintaining effective working relationships with co-workers.
Effective verbal and written communication.
 

LICENSE AND CERTIFICATION REQUIREMENTS

A valid Minnesota State Driver’s License may be required.

PHYSICAL DEMANDS AND WORKING ENVIRONMENT
Work is performed in a standard office environment which requires occasionally lifting such articles as file boxes or heavier materials with help from others and/or lifting and carrying light objects frequently. A job in this category may require walking or standing to a significant degree or may involve sitting most of the time with long periods of computer work and heavy phone usage.