Supervisor of Purchasing and Administrative Services

Job Code: 3330427

‍Closing Date: Sep 20, 2022 12:00 PM EDT

‍Employer: Peterborough Victoria Northumberland and Clarington Catholic DSB

‍Posted on: Sep 07, 2022

‍Job Type:

Full Time

Job Category:

Management & Professionals

Open To:

Management & Professionals
Teachers, Principals & Superintendents
ECE, EA and Support Staff

Openings: 1

‍Mandatory Document:

‍Resume and Cover Letter

‍School:

Catholic Education Centre - Peterborough (Peterborough)

Salary:  $71,886 - $84572

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SUPERVISOR OF PURCHASING AND ADMINISTRATIVE SERVICES

Purpose of Job:

Provides purchasing support for schools and administrative departments to ensure all purchases of goods and services is conducted in compliance with regulatory requirements, while providing best quality, value and service to the schools, departments and board.  Familiar with a variety of procurement concepts, practices and procedures. Supervises the Education Center Receptionist and Administrative Services Clerk.

Key Responsibilities:

• 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.

Supervision:

This position has direct supervisory responsibility for the Catholic Education Centre Receptionist and the Administrative Services Clerk. Indirectly supervises the Boards’ telephone equipment service staff, photocopy equipment service staff and board courier staff.

Main Contacts:

Internal contacts include: all school staff, Principals, Managers, Supervisory Offices and Director of Education.

External contacts include: suppliers, Ministry of Education, Ministry of Finance, other Board and Public Agency staff, professional counterparts, associations i.e.: OASBO. & S.C.M.A.

Qualifications:

The following are minimum requirements for this job. An equivalent combination of education and experience may also apply:

• Minimum of a three year Business Administration degree/diploma with courses directly related to Supply Chain Management.
• Minimum of three years of direct purchasing experience, preferably in a public sector environment.
• Supply Chain Management Association (SCMA) certificate or enrollment with advanced standing in same program and a continued commitment to ongoing training.
• Diploma/Certificate holders of a recognized Purchasing organization, (eg. CSCMP, CPPO, CPPB) or current enrollment with advanced standing in the same program and a continued commitment to ongoing training.
• Demonstrate knowledge of purchasing principles, practices and techniques especially as the relate to the educational environment and a knowledge of relevant legislation, regulations and acts.
• Proven knowledge of the competitive bidding process.
• Excellent written and oral communications skills.
• Ability to organize and prioritize work in an environment subject to changing deadlines, interruptions, etc.
• Excellent computer skills in a variety of applications including Microsoft Word, Excel, ERP’s, online bidding portals, etc.

Effort and Working Conditions:

The job is a mix of working in an open office environment, school visitations and attending supplier sites.  Limited exposure to disagreeable working conditions or risk to health. Physical effort is required in keyboarding for extended periods of time. Mental effort is required in sustained attention to verify data input, calculations, prepare word processed documents, spreadsheets, etc., responding to frequent interruptions, changing priorities and conflicting deadlines.

Interested applicants are invited to submit a cover letter and resume to the posting on Apply to Education no later than 12:00pm on September 20, 2022

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