Supervisor Of Purchasing And Administrative Services

Description:

Reviews all purchase requisitions using purchasing experience and sound judgment to determine the appropriate acquisition process to ensure the schools and departments are receiving the best combination of price, quality, service and delivery.

Assembles information on specifications, usage patterns, market availability and prepares formal requests for quotation, tender or proposals. Evaluates competitive quotes, negotiates and prepares agreements with suppliers. Processes requisition to generate purchase orders to be forwarded to suppliers and schools sites on a daily basis.

Prepares, releases and awards RFX’s (RFP, RFQ, RFT, etc) using eSolutions Group Bids & Tenders program. Maintains vendor performance reviews with Bids and tenders and coordinates with end users.

Prepares contracts and reviews specifications for all departments ensuring all required terms and conditions, contractual provisions and clauses required are included.

Maintains signed contracts and ensures they are communicated to all relevant parties to provide contract visibility and awareness. Supervises contract closing, extension and renewal.

Troubleshoots issues between schools/departments and suppliers to ensure timely supply of goods and services.

Assists staff in the preparation of Purchase Requisitions by obtaining product information, quotations and alternate sources of supply. Advises and recommends approved vendors to staff for the purchase of goods and services.

Develops, organizes and maintains files and records in accordance with the Boards’ standardized filing system.

Provides training and support for all Board employees using a computerized purchasing database system.

Supervises the day to day operation of the Purchasing Card (P-Card) program to include set up of new card holders and “ghost” accounts and provide training and “help” support to card holders. Ensures items processed are compliant with Board procedures.

Maintains updated database of all Board photocopier usage and reconciles against monthly invoice prior to payment.

Liaises with Accounts Payable to resolve supplier payment issues. Participates with accounting at year end close

Maintains PVNCCDSB internal website for Purchasing and Plant Services with contract information, catalogues, courier, VISA card, online ordering and purchasing procedures in SDS.

Maintains Bids & Tenders system for purchasing and facilities for bids, contracts and performance reviews.

Administers school courier deliveries, including all regular mail deliveries and special requests for the movement of furniture and equipment between schools and central warehouse.

Administers operation of Board telephone systems, issuing any repair, alteration or requests for additional hardware.

Administers the disposal of obsolete equipment through GovDeals web site.