License and Certification Qualifications: National Institute of Governmental Purchasing (NIGP-CPP), Certified Public Procurement Officer or Buyer (CPPO, CPPB), or Institute of Supply Management (Certified Professional in Supply Management (CPSM or CPM) certification preferred.

Education Qualifications: High school diploma or equivalent required. Bachelor's degree in related field preferred.

Experience Qualifications: Five years of buying, purchasing, or administrative office experience utilizing automated procurement software, such as PeopleSoft/Oracle or a related system required.

Skills Qualifications: Ability to analyze processes and systems with proficient technical and purchasing knowledge; ability to assist in purchasing database design, development, and management; ability to resolve purchasing database related problems with minimal supervision; ability to create and maintain complex spreadsheets; ability to operate other business computer software products for procurement processes; ability to communicate with internal and external customers; excellent interpersonal and human relations skills; strong organizational skills and the ability to multitask; ability to teach procurement processes and procedures; and strong computer skills with a working knowledge of Microsoft Office applications.

Primary Responsibilities: To provide administrative and coordination work to procure goods and services, including assisting in developing, implementing, and evaluating solicitation for the Department of Purchasing and Property Management. The position requires independent thinking within the limits of guidelines, policies, standards, and precedents.

1. Prepare and process solicitations within the Purchasing and Property Management Department.
a. Research, analyze, and develops viable bid specifications for defined equipment, supplies, materials, and services.
b. Collects, reviews, and revises existing specifications; prepares solicitations for commodities and services in conjunction with requesting departments in accordance with all applicable federal, state, and local laws, policies, and procedures.
c. Distribute bids and proposals using the bid management software platform.
d. Ensure GCPS solicitations are uploaded to the Georgia Procurement Registry website.
e. Makes recommendations regarding product and/or professional services selections.


2. Assist with the maintenance of bids and proposals within the District.
a. Research vendors, suppliers, and market conditions and participate in technical and operational-related meetings as needed.
b. Conduct pre-bid, pre-proposal conferences and site visits.
c. Prepare and maintain accurate records and documentation on all solicitations, responses, purchases, contracts, correspondence, and related follow-up.
d. Perform contract administration, including liaison between suppliers and departments, compliance with contract terms and conditions, negotiation of contract amendments, extensions, change orders, and vendor performance.
e. Evaluate supplier performance and contract compliance.
f. Answers questions from vendors and suppliers regarding GCPS purchasing policies and procedures, procurement laws, and other issues.


3. Prepare invitations to bid and request for proposals; obtains competitive quotes, bids, and/or proposals from appropriate suppliers and vendors.
a. Analyzes and evaluates bids and proposals results.
b. Develop bid tabulations and evaluation committee cumulative scores and makes award recommendations following the purchasing policy and procedures, local, state, and federal procurement rules and regulations.
c. Coordinate and supervise activities of evaluation committees.
d. Negotiate with vendors and suppliers regarding specifications, the scope of work, prices, terms, and conditions.


4. Ensures up-to-date specifications and prepares new solicitations for expiring annual contracts in collaboration with departments.
a. Collect data related to solicitations/contracts and key departmental performance indicators.
b. Track and disseminate data related to solicitations/contracts and Key Performance Indicators (KPIs) using system queries, spreadsheets, and other system sources.
c. Analyze current procurement activities and recommend improvements through more efficient procurement methods, e-procurement, quantity discounts, standardization, value analysis, or cooperative purchasing.


5. Assist with purchasing seminars for external groups related to GCPS Purchasing.
a. Participate in ongoing "How to do Business" classes for external customer initiatives.
b. Participate in an outreach program for Small and Disadvantaged businesses.


6. Support PeopleSoft and the bid management platform process.
a. Instruct training internal and external customers on the use of our bid management
b. Maintain Bonfire training materials, including user manual, job aids, and associated forms.
c. Serve as backup for daily sourcing of requisition to purchase orders.
d. Serve as backup for catalog/Item maintenance related to PeopleSoft e-procurement.


7. Support purchase order maintenance.
a. Receive information from vendors, other departments, and other areas that impact the validity of purchase orders and revise purchase orders as necessary.
b. Assist with buyer duties as requested by the supervisor
c. Assist the Purchasing Department as needed.

8. Perform other duties as assigned.

Physical Demands:
While performing the duties of this job, the employee is frequently required to sit for extended periods of time. The employee is also required to talk, hear, stand, and walk. The employee may be required to use hands to finger, handle, feel, and/or reach. The employee is occasionally required to stoop, kneel, or crouch. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, depth perception, and ability to adjust focus. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.