Procurement & Purchasing Specialist

Position 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 purchasing and procurement documentation for facilities and construction-related work with the Business Manager, facilities staff, and professional advisors, as assigned.
15. Perform other related Business Office / position-related duties as assigned.

Qualifications:

Successful candidates must demonstrate efficiency, independence, sound judgment, and confidentiality. The following qualifications represent the knowledge, skills, and abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. Bachelors degree in business, public administration, or a related field and at least three years of relevant purchasing or procurement experience. An equivalent combination of education and experience may be considered. Public school or municipal experience preferred.
2. Active Massachusetts Certified Public Purchasing Official (MCPPO) designation required; maintain the designation through required continuing education and renewal.
3. Working knowledge of Massachusetts public procurement requirements, including M.G.L. c. 30B, c. 149, and c. 30, 39M, and applicable federal requirements for grant-funded purchases.
4. Ability to prepare solicitation documents, evaluate purchasing information, coordinate contracts, and maintain accurate records with sound judgment and attention to detail.
5. Proficiency in Microsoft Office, particularly Excel, and the ability to use financial and requisition systems. Experience with School ERP Pro/Infinite Visions preferred.
6. Strong organizational, written communication, customer service, and problem-solving skills; ability to manage competing deadlines, work independently, and collaborate with staff and vendors.
7. Ability to handle confidential information appropriately and maintain ethical, impartial vendor relationships.

Compensation and Terms of Employment:

1. The anticipated hiring salary range is $80,000 to $85,000 annually depending on qualifications.
2. This is a full year position 52 weeks, 37.5 hours per week. Regular schedule Monday through
Friday, 8:00 a.m. to 4:00 p.m., including a half-hour duty-free lunch period. Schedule adjustments may be necessary to meet operational needs and deadlines.
3. The school district will provide necessary facilities, equipment, materials and supplies as needed to accomplish work.
4. This is a full-time benefits-eligible position. Benefits and entitlements are provided in accordance with applicable district policies and Full Year Support Personnel terms, including:
-Paid vacation, sick, and personal days, and holidays.
-Medical/Dental/Vision/Life insurance, Flexible Spending Account, Identity Protection Plan, pension provisions, and professional improvement.

Application:

1. Submit a resume or letter of intent to the Human Resource Office at Blackstone Valley Vocational Regional School District, 65 Pleasant Street, Upton, MA 01568-1499 by the end of the posting pe-riod. You may also submit by email to hroffice@valleytech.k12.ma.us.

2. All positions will be posted for a minimum of ten (10) business days from the posting date at the top of this document. Priority will be given to applications received within 10 business days and the position will remain open until filled.

3. Applicants must successfully complete all required criminal background checks, including Criminal Offender Record Information (CORI) and Statewide Applicant Fingerprint Identification Services (SAFIS), in accordance with 603 CMR 51.00 and all applicable state requirements.

4. It is the policy of the Blackstone Valley Vocational Regional School District not to discriminate on the basis of race, color, religion, national origin, sex, gender identity, sexual orientation, age, genetic information, ancestry, military status, disability, pregnancy or pregnancy related condition, or any other characteristic prohibited by state or federal law.