Procurement & Purchasing Specialist

Please do not apply via SchoolSpring. Please email hroffice@valleytech.k12.ma.usTitle: Procurement & Purchasing SpecialistPosition Summary: The Procurement & Purchasing Specialist coordinates districtwide procurement and provides purchasing support to vocational, academic, administrative, facilities, and other departments. Reporting to the Business Manager, the Procurement & Purchasing Specialist helps obtain contracted services, supplies, materials, and equipment that meet program needs, provide best value, and comply with applicable procurement requirements. The position supports purchases from initial planning and solicitation through purchase order processing, delivery, and documentation for payment. Works under the direction of the Business Manager and coordinates purchasing and procurement needs of the district. Purchasing approvals, contract commitments, and awards are exercised only within expressly delegated authority and District procedures. The position does not include routine personnel supervision.Essential Functions and Responsibilities: The following duties illustrate the essential functions and responsibilities of the position. 1.Serve as the primary Business Office contact for purchasing assistance; help staff identify needs, locate vendors, obtain pricing, develop specifications, and plan purchases within available budgets and required timelines.2.Coordinate purchasing of contracted services, supplies, materials, and equipment across all departments, including specialized vocational tools, instructional materials, technology, and all facility needs, including construction and special projects.3.Review requisitions for accuracy with account coding, budget availability, required approvals, and supporting documentation. Process requisition approvals according to district procedures.4.Coordinate informal quotations and formal solicitations, including invitations for bids and requests for proposals, under applicable state and federal requirements and district procedures.5.Work with departments to prepare scopes of services, specifications, delivery requirements, warranties, solicitation documents, and proposed contract terms. Coordinate advertisements, addenda, pre-bid meetings, and bid openings as applicable.6.Review quotations, bids, and proposals for compliance with solicitation requirements; prepare comparisons and award recommendations for authorized review and approval. Maintain complete records of the selection process.7.Coordinate contract preparation, review, signatures, renewals, and expiration tracking with the Business Manager, authorized district officials, and legal counsel as needed. Negotiate pricing and terms when permitted and authorized.8.Research state contracts, cooperative purchasing opportunities, market pricing, and supply availability; recommend purchasing methods that support quality, cost savings, and timely delivery.9.Collect and verify required vendor documentation, including tax forms, insurance certificates, signed agreements, and other purchasing records. Coordinate vendor setup and updates with Business Office staff.10.Track orders and service delivery; follow up on delays, backorders, discrepancies, returns, and credits. Coordinate receiving documentation with departments and the Accounts Payable Coordinator to support accurate, timely payment.11.Maintain organized procurement and contract files, including electronic records, in accordance with district retention procedures. Provide supporting information for audits, grants, budget development, and expenditure reviews.12.Assist with identifying, documenting, and disposing of surplus property through authorized procedures. Coordinate capital asset acquisition and disposal information with Business Office staff.13.Develop and update purchasing instructions, forms, and workflows; train and assist staff using the requisition system. Keep current with procurement requirements and recommend procedural improvements.14.Coordinate purchasi…

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