Manager of Purchasing

Position definition: The Manager of Purchasing is responsible for managing and coordinating the District's purchasing operations to ensure the efficient, ethical, and cost-effective procurement of goods and services. This position oversees day-to-day purchasing activities, supports contract administration, and ensures compliance with all applicable laws, Board policies, and administrative regulations. The Purchasing Manager works collaboratively with departments and vendors to support operational needs, maintain accurate records, and promote consistent purchasing practices aligned with the District's mission and fiscal priorities.

Key Duties, Responsibilities, and Knowledge

Procurement Operations

• Manage daily purchasing activities, including processing purchase orders, requisitions, and vendor requests.
• Coordinate invitations for bids, requests for proposals, and quotations in accordance with District procedures.
• Demonstrates knowledge of and appropriately applies cooperative purchasing agreements to support efficient and cost-effective procurement.
• Develops, maintains, and updates procurement documents, specifications, and purchasing forms to ensure consistency and compliance with District procedures.
• Reviews and approves purchase requisitions for accuracy, proper accounting codes, and adherence to purchasing requirements.
• Leads, supervises, and manages purchasing department personnel, including assignment of duties, training, performance evaluation, and professional development. 

Vendor & Contract Support

• Maintain vendor relationships and serve as a point of contact for purchasing-related inquiries.
• Support contract administration activities, including tracking renewals, amendments, and performance requirements.
• Assist in evaluating bids and proposals and preparing vendor recommendations.
• Verify vendor compliance with insurance, licensing, and documentation requirements.

Compliance & Internal Controls

• Ensure purchasing activities comply with the Illinois School Code, Board policies, and administrative regulations.
• Maintain accurate and auditable purchasing records, including vendor files, bidder lists, and procurement correspondence.
• Support internal controls related to purchasing commitments, approvals, and financial tracking.
• Assist with Freedom of Information Act requests.

Financial & Data Management 

• Monitor pricing, market conditions, and purchasing trends to support cost-effective decisions.
• Generate purchasing reports and maintain data to support budgeting and operational planning.
• Track outstanding purchase orders and encumbrances. 

Customer Service & Collaboration

• Provide purchasing guidance and support to principals, department heads, and administrative staff.
• Communicate purchasing procedures and expectations clearly to internal stakeholders.
• Resolve purchasing issues and vendor concerns in a professional and timely manner.

Continuous Improvement & Systems Support

• Support improvements to purchasing procedures and documentation.
• Assist with maintenance of procurement and ERP systems.
  Participate in training users on purchasing processes and systems as needed.

Key Skills, Talent, and Abilities 

Procurement & Operational Knowledge

• Working knowledge of public sector purchasing practices and procedures.
• Familiarity with Illinois School Code purchasing requirements and competitive bidding processes.
• Understanding of contract support and vendor management principles.

Communication & Collaboration

• Strong verbal and written communication skills.
• Ability to work collaboratively with internal departments and external vendors.
• Customer-service oriented approach to problem-solving.

Analytical, Organizational & Technical

• Strong organizational skills and attention to detail.
• Ability to analyze pricing data and purchasing trends.
• Proficiency with Enterprise Resource Planning (ERP) software, electronic procurement systems, and Microsoft/Google office tools.

Professionalism & Results

• Demonstrates initiative, accountability, and sound judgment.
• Ability to manage multiple priorities and meet deadlines.
• Commitment to ethical purchasing practices and continuous improvement.

Education, Certifications, and Qualifications

• Bachelor's degree in Business Administration, Supply Chain Management, Finance, Public Administration, or a related field preferred.
• Certified Purchasing Professional (CPP) certification preferred.
• Certified Professional Purchasing Manager (CPPM) certification preferred.
• Project Management Professional (PMP) certification preferred.
• An equivalent combination of education and experience may be considered.
• Public sector or educational environment purchasing or procurement experience required.

Knowledge and Experience

• Minimum of three (3) to five (5) years of purchasing or procurement experience.
• Knowledge of Illinois School Code purchasing requirements and public sector competitive bidding processes.
• Experience with competitive bidding, requests for proposals, and contract administration.
• Experience with procurement and ERP systems (e.g., Skyward, Munis, Tyler, PeopleSoft) preferred.
• Strong understanding of ethical purchasing practices and internal controls.
• Experience analyzing pricing data and market trends to support cost-effective purchasing decisions.
• Experience in working with an electronic bidding system. 

Performance Evaluation/Accountability

• Performance evaluated every other academic school year after completing the second full evaluation cycle.

Disclaimer: The duties listed are normal for this position. The omission of specific statements of duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.