Procurement & Business Operations Specialist - Business Office
Job Summary: Coordinate and support the District’s procurement and business operations to ensure effective, efficient, and compliant use of District resources. Partner with schools and departments to provide purchasing guidance, training, and support while promoting consistent business practices and continuous improvement throughout the District.
Essential Duties and Responsibilities:
- Coordinate and oversee District purchasing and procurement activities to ensure purchases are cost-effective, appropriately authorized, accurately coded, and compliant with Board policy and applicable state and federal requirements.
- Review and approve purchase orders for District funds for appropriate accounting, purchasing requirements, supporting documentation, and vendor requirements.
- Partner with schools and departments throughout the purchasing process, providing guidance and recommendations regarding purchasing options, vendors, competitive pricing, procurement requirements, and District procedures.
- Obtain and evaluate competitive quotes to assist schools and departments in identifying purchasing options that provide the best overall value to the District.
- Coordinate the District's formal competitive procurement processes, including bids and Requests for Proposals (RFPs); ensure compliance with applicable requirements; coordinate required posting and advertising; and maintain supporting documentation.
- Develop and maintain positive working relationships with vendors; research products and services; and assist with pricing, orders, deliveries, returns, service concerns, and other purchasing needs.
- Support the District purchasing card program, including cardholder support, transaction processing and review, policy compliance, documentation, training, and coordination with other Business Office staff.
- Serve as a primary Business Office resource to District staff by providing training, guidance, and ongoing support related to purchasing procedures, purchasing cards, Skyward financial functions, and other Business Office processes.
- Develop and maintain purchasing procedures, reference materials, training resources, and other tools to promote consistent and effective business practices throughout the District.
- Monitor changes in procurement requirements, Board policy, and District procedures; communicate changes to affected staff; and complete required procurement compliance activities.
- Maintain accurate vendor information, purchasing documentation, and procurement records within applicable District systems.
- Oversee assigned Internal Fund activities, including processing and reviewing deposits, verifying account coding and compliance with District requirements, and maintaining fundraising documentation.
- Prepare and file required monthly and annual sales tax and withholding reports with the State of Michigan.
- Coordinate the sale or disposal of District equipment, materials, and vehicles and requests for certificates of insurance in accordance with applicable District procedures.
- Partner with the Curriculum Department and other schools and departments on large-scale, recurring, or specialized purchasing needs.
- Provide procurement and business operations-related documentation and assistance for the District's annual audit.
- Identify and recommend improvements to purchasing processes, business systems, internal controls, training, and procedures to improve efficiency, compliance, consistency, and service throughout the District.
- Participate in professional development related to procurement, school finance, and business operations.
- Provide backup and support for Business Office operations as needed.
- Perform other duties as assigned.
- Regular and consistent attendance.
- Must have knowledge of and comply with the policies and procedures contained in the Portage Public Schools Handbook.
The above duties and responsibilities are intended to be representative of the nature of the work by this position. The listing is not all-inclusive.
Qualifications:
- High school diploma required; post-secondary coursework in accounting, finance, business, or a related field preferred. Bachelor's degree preferred.
- Strong mathematical, organizational, communication, writing, and technology skills.
- Three (3) years of experience in purchasing, procurement, accounting, finance, business operations, or a related business office function.
- Proficiency with Google Workspace and the ability to learn and effectively utilize financial and business software systems.
- Experience with Michigan school finance, public procurement, governmental accounting, or a related public-sector environment preferred.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
PPS is an Equal Opportunity Employer.
Apply online at: https://www.portageps.org/page/employment-at-pps
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