Code
5311
PCLS
N3004
Pay Grade
124
Exempt
Yes
ORP
No
EEO Code
3
Title
Assistant Director, Purchasing and Contract Management
Description

Assists the Director in managing the university's purchasing department to ensure compliance with university, state, and federal policies, procedures, laws, and regulations. Performs highly advanced purchasing work in complex procurements of commodities and services. Responsible for preparing Requests for Proposals (RFP) and Invitations for Bid (IFB) with accompanying procurement documents, amendments, bid tabulations. Evaluates and analyzes bids to recommend contract awards. Assists the Director to ensure university departments are compliant with purchasing policies, procedures and statutes. Provides guidance and assistance to university departments in the procurement of goods and services. Assumes the duties of Director during the director's absence. Reports to the Director of Purchasing and Contract Management.

Examples

Purchases items requiring knowledge of an unusual nature. Prepares and reviews specifications, working with agency representatives and vendors to secure full technical description of items. Reviews specifications used as a basis for bids on commodities within assigned classifications. Reviews tabulations and analyses of bids to determine best value bid, and prepares or oversees the preparation of purchases orders. Distributes bid invitations to vendors. Advises university representatives on proper interpretation and application of purchasing policies and regulations. Maintains purchasing records. Corresponds with university representatives and vendors regarding purchase requirements, delivery, and quality of merchandise. Rejects items that do not meet specifications. Develops annual commodity contracts, awards contracts, and expands and revises existing contracts. Maintains warehouse inventory supply orders to include annual PO's for items purchased consistently throughout the year. Maintains internal controls to ensure that purchases are made in compliance with state law and university policy. Performs other related duties as assigned.

Physical Condition
Experience

Experience in purchasing, record keeping and/or specification writing. Five or more years of progressively responsible purchasing experience, preferably within a State of Texas agency or university. Must have skill and experience with computer software (Access, Excel, Word, etc.) and typing.

Knowledge

Knowledge of accounting principles, purchasing methods and procedures, purchasing and supply sources, prices, market factors, product characteristics and general specifications. Must have knowledge of assigned commodities and products on the open market. Requires knowledge of record keeping, reporting procedures, and departmental policies and procedures. Must be able to develop methods and procedures for locating supply sources.

Education

Bachelor's degree with major course work in business, accounting, public administration or a related field is preferred. Extensive relevant experience may be substituted for years of education. Must have/be able to obtain Certified Texas Contract Developer (CTCD).

Additional Requirements

Requires the ability to work well with diverse populations and maintain positive working relationships with students, faculty, staff, and the community. Professional demeanor in person and over the telephone. Excellent organizational and communication skills. Must be able to establish and maintain effective working relationships. Must be able to demonstrate initiative and independent judgment. Ability to work independently and as a team member. Ability to provide leadership and to train others. *Regular reliable attendance is required. *This position is designated as security sensitive (Mod) and requires a criminal background check.

Standard Requirements

Requires the ability to maintain positive working relationships with students, faculty, staff, and the community. Must adhere to University’s core values: People-Centered, Community, Integrity, Visionary, and Connections, per the MSU Texas Values Journey. Personal cell phone usage may be required to complete position duties, including multi-function authentication requirements. Regular reliable attendance is required.

This position is designated as security sensitive (Mod) and requires a criminal background check. Position is designated as a Responsible Employee as outlined by Title IX. May serve as Campus Security Authority as outlined by the Clery Act.

Last Updated 01-14-2019