S.c.g.0205.materials Acquisition Coordinator

2 months ago

Henrico, United States S_General Services Full time

**About Us**

Henrico County Public Schools is one of the six largest county public school divisions in Virginia with a nationally recognized educational program. Henrico County is a suburban community surrounding the city of Richmond, VA. We are 104 miles from the Atlantic Ocean to the east; 94 miles from the scenic Sky Line Drive to the west; 106 miles from Washington, D.C. to the north; and 75 miles from the North Carolina border to the south.

**Our Mission**: Henrico County Public Schools, an innovative leader in educational excellence, will actively engage our students in diverse educational, social and civic learning experiences that inspire and empower them to become contributing citizens.

**General Statement of Duties**

Maintains a reference library for all supplies and materials stocked or used in the school system. Maintains vendor information in the data base, solicits prices and evaluates information from appropriate vendors and places orders or writes purchase requisitions within established procurement policies and procedures. Works independently within established policies, procedures and purchasing regulations, with only the most unusual problems being referred to a supervisor.

Must have extensive knowledge of county and state procurement policies and procedures and considerable knowledge of the administrative and financial documents and records required to support fiscal and inventory control systems. Knowledge of the materials and equipment stocked or used in the school system, inventory control procedures, methods of purchasing goods, and local sources of supply for materials, equipment and supplies is also required; or any equivalent combination of experience and training which would provide the required knowledge, skills and abilities. Ability to deal courteously, tactfully, and effectively with suppliers and their representatives; ability to develop and maintain effective and harmonious relationships with other employees.

**Essential Duties**
- Locates, compiles and keeps current, the data base of potential vendors/supply sources;
- Issues procurement authorizations to personnel needing materials to complete assignments and maintain a register of such authorizations;
- Keeps current on the availability, cost and quality of new materials on the market;
- Interviews salesmen, corresponds and negotiates with contracted suppliers;
- Obtains competitive pricing and availability information from suppliers;
- Writes purchase requisitions for required supplies, or establishment of open purchase orders;
- Coordinates purchasing matters with vendors, county purchasing, C&M trades supervisor and foremen, school and central office personnel;
- Contacts vendors to resolve problems such as delinquent deliveries or out-of-specification items;
- Maintains an up-to-date file of all county and state contracts pertaining to stocked materials;
- Evaluates bids for compliance with specifications and terms;
- Tabulates and prepares summaries of quotations;
- Provides training to staff on purchase requisitions and other purchasing related topics;
- Coordinates documents and contracts for review with the Legal Services department;
- Processes and assist with sorting mail and ensuring invoices are sent to the proper departments;
- Coordinates the recordkeeping and maintenance of textbook inventories and textbook orders;
- Maintaining the multifunctional device leases throughout central office and the annexes;
- Works closely with school textbook contacts to ensure procedures are followed;
- Oversees the textbook warehouse and coordinates with C & M for pickups and deliveries of textbooks;
- Issues and maintains records of permanent asset identification tags;
- Provides trainings and audits of asset and textbook inventories at schools and locations on a regular basis;
- Performs overtime work on a scheduled, unscheduled, routine, or emergency basis, as assigned;
- Attends work daily and be engaged in job responsibilities;
- Perform other duties as assigned.

**Minimum Qualifications**
Graduation from high school and five years’ experience in procurement of equipment and materials in the construction/maintenance, custodial, office supply, medical and/or arts and crafts areas or any equivalent combination of experience and training which provides the required knowledge, skills and abilities. Membership in Virginia Association of Governmental Purchasing desirable.

**Additional Information**

HCPS General Services Purchasing Positions: Job Description Addendum for Teleworking Expectations: Rev. April 2023

Teleworking can be defined as 'work from home' or 'work from a local location' with secure WIFI. Local can be defined as within driving distance to the HCPS primary work location within 30-45 minutes generally. Voice communications, internet connectivity and related working expenses for approved, remote working employees are the responsibility of the employee.

Teleworking is a privilege that can be revok

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