Manager of Purchasing Distribution Small Works

Overview Of Position

Plans, manages, coordinates, and provides leadership to purchasing, warehouse/distribution and mail services throughout the District. Ensures compliance with applicable guidelines and regulations. Serves as a key contact regarding Purchasing, warehouse/distribution and mail Services matters.

Essential Functions

25%

• Evaluates District needs for purchasing services.
• Develops and implements plans and manages day-to-day operations of purchasing, warehouse/distribution , and mailroom sections.
• Leads assigned projects.
• Makes recommendations to improve District procurement operations and processes.
• Initiates and makes recommendations concerning the handling of grievances, disciplinary actions, and probation and dismissal of employees in warehouse and mailroom sections.
  
  

15%

• Monitors and takes steps to ensure compliance with fiscal control measures, District policies, and Superintendent-approved procedures.
• Communicates with appropriate management when procedures have been violated.
• Ensures that goods and services meet required competition requirements.
• Maintains standards and specifications in accordance with District policies as well as applicable regulations.
• Collaborates with Financial Services staff to develop fiscal procedures related to Purchasing and warehouse functions.
• Acts as District agent with outside vendors to provide services for site-based purchasing.
• Creates, improves, and maintains consistent and transparent processes that validate that the District is a good steward of public funds.
  
  

15%

• Maintains communication with District departments, external agencies, vendors, and other schools and school districts (public and private) that are involved in purchasing services.
• Coordinates steps in the purchasing process with other departments.
• Provides technical assistance as needed.
• Advises directors, managers, and supervisors on Board policy and Superintendent-approved procedures regarding procurements.
• Ensures that outside vendors and agencies know and understand procedures and compliance requirements.
• Ensures that accurate records and files are maintained.
• Provides information for audits.
• Provides education and guidance for District staff, vendor community, auditors and other community members regarding procurement processes to ensure use of best practices and compliance to applicable governing bodies.
  
  

10%

• Manages the centralized purchasing program, warehouse/distribution , mailroom, including the functions of staff, to ensure compliance with District policies, Superintendent-approved procedures, and state and federal laws and local regulations, including OSHA, WISHA and DOT regulations.
• Manages acquisition of goods and services to accomplish the goals of the agency.
• Establishes goals and objectives for assigned sections which are consistent with department and District policies and procedures.
  
  

10%

• Plans, manages, and evaluates assigned functions of unit staff.
• Hires staff and assigns work.
• Establishes clear performance expectations and evaluates staff based on results.
• Establishes goals and performance improvement plans as required.
• Initiates and makes recommendations concerning disciplinary actions and dismissal of employees, as needed.
• Attracts and retains engaged, empowered, and competent team members that will consistently deliver required equipment, supplies, and services to support the District.
• Prioritizes workload and allocates resources to meet district demands, and ensures adherence to timelines to meet customer needs.
• Ensures that safety training and proper safety procedures in place for warehouse/distribution and mailroom staff.
  
  

5%

• Researches opportunities and arranges for support staff training.
• Coordinates with other District management to establish partnerships and growth opportunities for staff to alleviate duplication of services and ensure efficiency of operations.
• Creates an environment of cooperation within and outside the department, providing opportunities to improve knowledge and processes for the benefit of the District.
  
  

5%

• Establishes and maintains an effective system of communication with District staff.
• Measures effectiveness of working relationships with diverse groups, community representatives, vendors and individuals.
• Develops unit procedures to ensure quality customer service.
• Serves on a variety of committees.
• Creates and maintains cross departmental communications that validates current processes, and identifies opportunities to improve efficiencies, and adds additional value to our customer experiences.
  
  

5%

• Maintains expertise in procurement.
• Evaluates District-wide needs for warehouse/distribution and mail services.
• Attends conferences and training to update skills.
• Ensures District processes reflect best practices through continuing education.
  
  

5%

• Demonstrates continuous effort to improve operations, decrease turnaround times, and streamline work processes.
• Works cooperatively and jointly with department staff to provide quality, seamless customer service.
• Uses lean practices for removing waste from processes, continuously improving lead times, and simplifying transactions.
• Represents the warehouse/distribution and mail room and District through initial steps of the grievance process with multiple unions.
• Stays in compliance with CBA’s and district policies, while protecting the interest of the district.
  
  

5%

• Keeps department management informed of unit and project activities.
• Regularly meets and provides management with relevant information that will help inform executive level teams regarding procurement performance, risks, and opportunities.
  
  

Other Functions

• May perform related duties consistent with the scope and intent of the position.
  
  

District Wide Core Competencies

Collaboration

Develops cooperation and teamwork while participating in a group, working toward solutions which generally benefit all involved parties.

• Is seen as a team player who encourages efficient and effective collaborations.
• Works skillfully in difficult situations with both internal and external groups.
• Represents his/her own interests while being open-minded to other groups.
• Builds respectful and productive relationships internally and externally.
  
  

Getting Results (Action Oriented)

Performs work with energy and drive; values planning, but will take quick, decisive action when an opportunity presents itself.

• Demonstrates a strong sense of urgency about solving problems and getting work done.
• Focuses on achieving the goal even in the face of obstacles.
• Assumes responsibility for starting and finishing work with minimal supervision.
• Strives for new levels of performance.
  
  

Decision Quality & Problem Solving

Uses analysis, wisdom, experience and logical methods to make good decisions and solve difficult problems with effective solutions; appropriately incorporates multiple inputs to establish shared ownership and effective action.

• Weighs the consequences of options before making a decision.
• Applies appropriate criteria to situations for the purpose of making decisions.
• Displays self-confidence in own judgment.
• Focuses in the facts and solutions instead of opinions and problems.
  
  

Integrity

Is widely trusted; is seen as a direct, truthful individual; presents truthful information in an appropriate and helpful manner; keeps confidences; admits mistakes; doesn't misrepresent him/herself for personal gain.

• Deals with people and situations in an honest and forthright manner.
• Represents information and data accurately and completely.
• Represents the confidentiality of information and concerns shared by others.
• Takes ownership if a mistake is their own and does not blame others.
  
  

Accountability

Holds self and others accountable for measurable high-quality, timely and cost-effective results; determines objectives, sets priorities and delegates work; accepts responsibility for mistakes; complies with established control systems and rules.

• Takes responsibility and action as if the risks (financial or otherwise) are his or her own.
• Holds individuals and team accountable for their actions and results.
• Initiates action even if outcome is uncertain and is willing to accept the consequences of failure.
• Aligns own activities and priorities to meet broader organizational needs.
• Demonstrates courage and confidence in his or her own ability.
  
  

Relevant Competencies

Organizational Agility

Knowledgeable about how organizations work; gets things done both through formal and informal channels; effectively maneuvers through complex political situations.

• Understands the interests, motivations, and agendas of others.
• Uses the "informal" channels to get things done without creating problems with the "formal" channels.
• Demonstrates an understanding and consideration of how actions may impact stakeholders.
• Makes comments that move the group or situations towards a productive outcome.
  
  

Organizing

Can marshal resources (people, funding, material, support) to get things done; can orchestrate multiple activities at once to accomplish a goal; uses resources effectively and efficiently; arranges information and files in a useful manner.

• Identifies and prioritizes critical activities and tasks to achieve results.
• Ensures that materials and information are prepared to maximize productivity.
• Knows how to get things done both through formal and informal channels.
  
  

Customer Focus

Commits to meeting the expectations and requirements of internal and external stakeholders; acts with stakeholders in mind; values importance of providing high-quality customer service.

• Makes customers and their needs a primary focus of his/her actions.
• Thinks ahead and considers the impact of actions both internally and externally.
• Develops trust, credibility and maintains strong relationships with customers.
• Goes the extra mile to satisfy customer needs and expectations.
  
  

Knowledge, Skills And Abilities

• Purchasing methods and procedures including informal open-market purchasing.
• Formal bidding procedures.
• Local, state, and federal laws governing purchases and contract compliance.
• Principles and practices of warehouse, distribution, and inventory control.
• City, county, state, and federal regulations, and safety standards for areas of responsibility.
• Warehouse, distribution, and mail service techniques for large scale operations.
• Effective supervisory practices.
• Research and analytical techniques.
• Quality control measures.
• Records management practices and techniques.
• Strong oral and written communications.
• Team building.
• Organizing and assigning work schedules.
• Collaborative processes and problem-solving.
• Conceptual and analytical thinking.
• Customer relations.
• Proficiency with Word and Excel.
• Evaluate and determine capability of vendors to perform services based on multiple variables.
• Supervise negotiations with vendors.
• Interpret, explain, enforce, and apply state statutes and District policies and procedures for procurement.
• Effectively represent the District.
• Adapt to change and remain flexible while upholding all applicable laws and District policies and procedures.
• Troubleshoot complex problems and develop action plans to correct.
• Coordinate multiple projects simultaneously.
• Set priorities and meet deadlines.
• Use time effectively and efficiently.
• Make decisions in a timely manner.
• Work effectively under pressure.
• Maintain integrity of data and information.
• Maintain effective working relationships in a multicultural environment.
  
  

Education/Experience

Typical Qualifications

A typical way to obtain the knowledge and abilities would be:

Five (5) years of increasingly responsible experience in a large public agency, dealing with school district and State procurement regulations large central warehouse/distribution and inventory control experience; experience must have included two (2) years of lead or supervisory experience; Bachelor’s degree in business administration or related field with emphasis in purchasing and financial accounting; equivalent work experience may substitute for the education requirement on a year-for-year basis, or completion of Purchasing Certificate Program and four (4) additional years of experience may substitute for the education requirement; or an equivalent combination of education and experience.

Any equivalent combination of education, experience and training that provides the required knowledge, skills and abilities to perform the work will be considered.

Certifications & Licenses

Completion of Purchasing Certificate Program such as C.P.M. or C.P.P.O. preferred.

Clearances

Criminal Justice fingerprint and background check

Seattle Public Schools benefits are administered by the Washington State Healthcare Authority (HCA) under the School Employees Benefits Board (SEBB). Click

Eligibility for benefits is determined by the number of hours employees are anticipated to work during the school year (September 1 through August 31). Any employee who is scheduled to work 630 hours or more in a year is eligible for benefits.

Salary Schedule

Please find the salary schedule associated with this role and others like it

01

Do you have Five (5) years of increasingly responsible experience in a large public agency, dealing with school district and State procurement regulations large central warehouse/distribution and inventory control experience? Experience must have included two (2) years of lead or supervisory experience.

• Yes
• No
  
  

02

Do you have a Bachelor's degree in business administration or related field with emphasis in purchasing and financial accounting?

• Yes
• No
  
  

03

Have you completed a Purchasing Certificate Program such as C.P.M. or C.P.P.O. preferred?

• Yes
• No
  
  

Required Question