Purchasing Agent - Nutrition Services

Job Title: Purchasing Agent - Nutrition Services

Position Function: The Nutrition Services Purchasing Agent is directly responsible to the Purchasing Supervisor for the purchase of all Nutrition Services items including food, equipment, and services; as well as all other duties to manage those purchases to the point of receipt and payment, as required.

Employee Punctuality and Appearance:

• In order for schools to operate effectively, employees are expected to perform all assigned duties and work all scheduled hours during each designated workday, unless the employee has received approved leave
• Any deviation from assigned hours must have prior approval from the employee's supervisor or building administrator
• All employees are required to report to work dressed in a manner that reflects a positive image of USD 259 and is appropriate for their position

Additional Duties: Assists with additional duties as assigned by supervisor.

Equipment: This position may require the ability to use SMART boards and iPads in addition to basic office equipment such as computers, copiers, scanners, and fax machine. Employees must always comply with USD 259's guidelines for equipment use.

Travel: Some travel to in and out of district offices may be required.

Physical and Mental Demands:

• Office environment - professional, yet relaxed, attire required
• Must be able to work in various weather conditions as meetings may be scheduled at sites that may not have air conditioning
• Must be able to sit for long periods of time
• Must be able to walk for moderate distances to reach the purchasing office from the designated parking lot and pickup departmental mail from the building's mail center
• Must be able to stand for short periods of time (3 or more hours throughout the day while performing such tasks as filing and copy machine work), bend, twist, stoop and kneel
• Must be able to file into standard height 4 drawer cabinets, occasionally lift small boxes of 10-15 pounds, greater sizes with assistance
• Must be able to see and hear well, deal with angry people, handle multiple priorities and concentrate on tasks
• Must be able to perform extensive usage of phone and computer related skills (typing and mouse) for 4 or more hours per day
• Must be able to work during the regularly scheduled office hours as stated in the district's employee handbook of 745 a.m. to 445 p.m. with an hour for lunch five days per week for the number of hours assigned this job (summer hours 700 a.m. to 530 p.m., half hour lunch Mon-Thurs.)
• Must be able to attend designated meetings and provide user-training sessions outside of the regularly scheduled office hours

Knowledge, Skills, and Abilities:

• Strong project management skills
• Ability to plan, organize, make decisions and prioritize work to meet the daily demands of the building
• Exhibit a professional manner and a positive attitude
• Use good judgment to make decisions on recurring assignments
• Display a significant degree of professionalism and confidentiality
• Ability to conform to proper standards of professional dress and appearance
• Knowledge of company's mission, purpose, goals and the role of every employee in achieving each of them
• Ability to communicate effectively, both orally and in writing
• Ability to establish and maintain effective working relationships with other employees and the general public
• Awareness of Kansas Statutes, Board Policies, National Institute of Governmental Purchasing Standards and applicable laws, rules and regulations governing the purchase of materials, equipment and supplies in public organizations
• Knowledge of the materials, equipment, and supplies as well as sources of the commodities assigned
• Intermediate proficiency in Microsoft applications such as Word, Excel, Outlook, PowerPoint, and some form of online purchasing, inventory, or financial software
• Ability to analyze and interpret financial data
• Ability to work and make decisions independently, guided by departmental policies, criteria, and goals. Will be required to use your discretion to interpret policies, laws, and theories for the purpose of making department wide operational decisions.
• Ability to communicate exceptionally with others for the purpose of in-depth conversations regarding personal, highly confidential matters with customers, outside vendors or company personnel.
• Exceptional communication skills will assist in motivating, influencing, and advising others on matters of significance
• Ability to write letters, memos and reports that command attention and achieve results
• Ability to provide the highest level customer service
• Displays eagerness and the ability to learn new methods, procedures, and techniques
• Gives the highest priority to achieving accuracy

Interrelations:

• Contact with personnel within the district and with customers and vendors
• Will be working under the direct supervision of the department supervisor in order to complete day to day tasks
• Will be working with a diverse population requiring the ability to handle all situations with tact and diplomacy
• Must understand and respond appropriately to customer needs and maintain a positive attitude with all customers and colleagues
• Expected to interact with all internal and external customers in a friendly, professional manner and provide quick, responsive customer service

Essential Performance Responsibilities:

• Ensures compliance with district policies, Federal Guidelines, and Kansas statues regarding district purchases
• Maintains current knowledge of products; serves as information source for Nutrition Services personnel concerning the availability / advisability of purchases; Act as liaison between Nutrition Services and distributors.
• Exhibits a professional manner in dealing with users, vendors, and district personnel. Acts as the district agent in all contact with vendors. Ensures compliance with vendor verification policies. Authorizes data entry of vendor classification information into appropriate financial systems
• Coordinates pro-actively with the appropriate district personnel to ensure the timely ordering and receipt of "critical need" items
• Prepares and coordinates proposal specifications with appropriate district task teams and supervises the proposal process to ensure that goods/ services to be purchased provide the necessary quality and are in the best interests of the district
• Prepares bid specifications to ensure that goods/services purchased provide quality products at a cost-effective price. Coordinates with Nutrition Services personnel to upgrade bid specifications to obtain open market competitive pricing without compromising the quality of goods/ services
• Evaluates and awards bids/ proposals in compliance with Purchasing Department procedures in accordance with National Institute of Governmental Purchasing, American Bar Association Model Procurement Code Standards, KSDE, and USDA. Prepares recommendations regarding bids/ proposals for Board of Education review as per district policies
• Prepares recommendations, as required, concerning bids/ proposals for audit files and presentation to the Board of Education
• Assists/ coordinates with appropriate district personnel in development of product standards
• Supervises maintenance of bid/ proposal files, documents vendor performance to ensure accuracy and availability of data for audit/ reference, as well as assisting Nutrition Services with State and Federal procurement audits.
• Validates and authorizes the processing of purchase requisitions. Verifies appropriate authorizing signatures and availability of funds before purchasing
• Authorizes the issuance of purchase orders. Monitors, in a timely manner, the status of outstanding purchase orders and related vendor invoices, and supervises the necessary follow up contacts

Qualification Profile:

• Bachelor's Degree in a related field preferred or combination of education and work experience commensurate with the required skills level
• Three years or more previous government procurement experience preferred
• Basic knowledge of governmental accounting a plus

FLSA Status: Exempt