POSITION: Purchasing Contract Administrator/Bid Manager

EXEMPT STATUS: Non-Exempt

NUMBER OF DAYS: According to district approved calendar

DEPARTMENT: Purchasing Department

REPORTS TO: Director of Purchasing/Contracts and Procurement Supervisor

SUPERVISES: None

EDUCATION:

• High School Diploma or GED
• Valid Texas driver’s license

EXPERIENCE:

• Experience in Purchasing, RFP/bid process & Warehouse Ordering

POSITION FUNCTION/PURPOSE
Provides administrative support to the Purchasing Department. Enters vendor’s correspondence, reports, and other data into computer or related equipment. Assists in the procurement of equipment, supplies, and services, through established purchasing procedures and practices, for the district’s departments.

ESSENTIAL FUNCTIONS
1. Maintain a partial warehouse inventory; ensure proper stock rotation
2. Ensures inventory items are received in the system and checks for accuracy.
3. Maintains computerized inventory
4. Assist the Procurement Supervisor with planning the distribution of textbooks to campuses
5. Coordinates and verifies computerized inventory with the Procurement Supervisor
6. Provides administrative support to the department
7. Assist with the development, completion and submission of responses to solicitations/bids to meet deadlines by establishing project due dates
8. Verify compliance of quotes/contracts over 100k and approve requisitions
9. Enters vendor’s correspondence, reports, and other data into a computer or related equipment
10. Assist in the procurement of equipment, supplies, and services, through established purchasing procedures and practices, for the district
11. Prepares spreadsheets to present various data as required by the Purchasing Director or Procurement Supervisor
12. Assist the Procurement Supervisor with the P-Card Program
13. Maintains the vendor files in the electronic bid system
14. Assist in reviewing bid requests and contracts
15. Board Reports/Agenda Items
16. Performs related duties as assigned
17. Prepare and schedule legal advertisements

QUALIFICATION REQUIREMENTS
1. Good organizational skills
2. Good communication skills

3. Have prior experience in computerized central warehouse inventory/financial systems
4. Ability to work with various departments in assessing priorities for program compliance
5. Positive attitude among district personnel and demonstrate a willingness to work
6. Ability to work with vendors on negotiating unit costs for mass volume inventory items
7. Governmental purchasing knowledge (preferred but not necessary)
8. Ability to read and understand manuals and updates regarding the district’s policies and procedures

PHYSICAL DEMANDS
1. Heavy carrying in excess of 25 lbs.
2. Use of fingers
3. Standing and walking (8 hours per day)
4. Reaching above shoulders
5. Operation of motor vehicle
EQUIPMENT USED
1. District vehicle
2. Computer

WORK ENVIRONMENT
1. Work inside and outside
2. Warehouse or office environment

The above statements are intended to describe the general nature and level of work being performed by people assigned to this job. They are not intended to be an exhaustive description of all work requirements and responsibilities. Additionally, the minimum level of education noted as a requirement could be supplemented by commensurate experience and/or certification(s) as determined by the hiring manager.

Revised 11/01/2023

All MISD employees are expected to maintain an extreme degree of confidentiality by following the Family Educational Rights and Privacy Act (FERPA) for student information and the Health Insurance Portability and Accountability Act of 1996 (HIPAA) for employee and student information.
Midland Independent School District provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex (including pregnancy), national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by
federal, state or local laws.
This policy applies to all terms and conditions of employment, including recruiting, hiring,
placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.