Bridgeton Public Schools

Job Description
Revised

POSITION:

Purchasing Agent

QUALIFICATIONS:

1. Qualified Purchasing Agent Certificate required.
2. Knowledge of current New Jersey Public Schools Contract Law.
3. Minimum of three (3) years experience in preparing bid specifications, solicitation, or quotations.
4. Associate Degree and/or two years of public procurement experience.
5. Strong organizational and problem solving skills.

REPORTS TO:

Reports to the Assistant School Business Administrator

JOB GOALS:

To assist and support the School Business Administrator and Assistant School Business Administrator with purchasing of district materials with budgetary limitations and district controls, obtain competitive prices and quotations, prepare all bidding documents and notices to bidders, bid schedules, bid specifications and proposals.

PERFORMANCE RESPONSIBILITIES:

1. Solicits quotations in order to obtain best prices.
2. Reviews and approves requisitions for compliance with contract law and Board policy.
3. Prepares specifications for bids on supplies and equipment for entire district.
4. Tabulates bids and makes recommendations prior to submission to the Board of Education.
5. Prepares proper public notices as required by Public School Contract Law, including notices to official papers to advertise bids.
6. Maintains files of all required paper work and documentation for each bid/project.
7. Confers with vendors to obtain product or service information such as price, availability, and delivery schedule.
8. Communicates with principals and teachers regarding needs and concerns with their supplies and equipment.
9. Maintains vendor lists for state contracts and discounts for supplies and equipment (distributes list to purchasing secretaries).
10. Works with the warehouse person regarding the inventory of certain supplies kept on hand for all schools.
11. Properly disposes of obsolete inventory.
12. Assist with the yearly audit by obtaining information requested by the auditors.
13. Prepares purchase orders or vouchers for all contractual agreements and utilities. Ensures compliance with local public contract law.
14. Assures that the district remains in compliance with all applicable laws regarding purchasing.
15. Serves as resource on issues of compliance with federal and state statutes and regulations, including affirmative action requirements.
16. Selects products for purchase by analyzing cost and quality of items in conjunction with department heads.
17. Estimates values according to knowledge of market price by tracking market conditions, price trends, anticipate consumer buying patterns, or future markets.
18. Determines method of procurement such as direct purchase, bid, quotation, state contract or NJSA 18A:18A 5e- 10 percent below state contract.
19. Opens, reads, and records bid information, as necessary.
20. Reviews bid proposals and negotiate contracts within budgetary limitations and the scope of authority to determine that statutory bid requirements are met.
21. Maintains procurement records such as items or services purchased, cost, delivery, product quality, or performance and inventories.
22. Prepares annual purchasing manual for the district.
23. Communicates regularly on the status of purchasing projects or requests.
24. Works collaboratively with Accounts Payable.
25. Performs other related duties as required or assigned in the office by the School Business Administrator or Assistant School Business Administrator.

TERM OF EMPLOYMENT:

12 months. Salary to be determined by the Board of Education.

EVALUATION:

Job performance will be evaluated in accordance with Board policy.

NMS/et
9-26-11
MTT/NMA
11-22-19
JV - 6/23/22