Procurement Officer Apprentice

Carlsbad Municipal Schools; Carlsbad (NM); On-site; USD 50,000 - 70,000; Full time

Job summary

Carlsbad Municipal Schools is seeking a Supervisor under the Chief Procurement Officer to support procurement operations. The role includes managing compliance with procurement regulations while developing necessary skills and abilities for public procurement.

Minimum qualifications include a Bachelor's degree and three years of experience in procurement or related fields. The position offers a progressive training opportunity and potential for advancement within the district.

Qualifications

• Bachelor's degree in accounting, Business Administration, Finance, or related field, or ability to obtain within two years.
• CPO Certification or ability to obtain within one year.
• At least three years of experience in procurement or related functions.

Responsibilities

• Assist with compliance of procurement activities with regulations and policies.
• Process purchase requisitions and manage tracking of Purchase Orders.
• Coordinate bid processes and evaluate proposals as directed.

Skills

Procurement compliance

Vendor communication

Attention to detail

Information technology proficiency

Interpersonal skills

Education

Bachelor's degree in accounting, Business Administration, Finance, or related field

NM Chief Procurement Officer Certification

Tools

Infinite VISIONS

MS Office

Job description

Supervisor

Chief Procurement Officer

Job Goal

To support the District's procurement and purchasing operations while developing the knowledge, skills, abilities, and certifications necessary to perform public procurement functions in accordance with federal regulations, the New Mexico Procurement Code requirements, Board policy, and District procedures under the direction of the Chief Procurement Officer.

This position is intended to provide progressive training and experience in public procurement to prepare the employee for increased procurement responsibilities and potential advancement opportunities within the District.

Essential Job Functions

• Assist the Chief Procurement Officer in ensuring District procurement activities comply with the New Mexico Procurement Code, NMAC procurement regulations, federal requirements, Board policy, and District procedures.
• Receive, examine, review, and process purchase requisitions; manage the tracking of all Purchase Orders issued.
• Collect specifications and other necessary documentation related to the purchase of professional services, supplies, materials, and equipment for formal procurement methods.
• Assist with the solicitation, collection, evaluation, and award processes for bids, proposals, and other procurement methods as directed by the Chief Procurement Officer.
• Assist District staff in identifying vendors that provide needed goods, materials, supplies and/or services.
• Monitor related party transactions and report potential conflicts of interest.
• Communicate with vendors regarding new vendor account creations, vendor file information, products, price quotations, and other procurement related issues.
• Assist with the maintenance of the District's Vendor database.
• Maintain a complete and accurate record of all documentation related to assigned responsibilities; maintain the District's original record for all procurement awards, contracts, leases and other agreements.
• Investigate vendor complaints; work with Accounts Payable, Warehouse and other District staff to troubleshoot and resolve issues.
• Manage the Open Encumbrance aging process.
• Assist with the annual District Audit, as required, for review of the Procurement function.
• Assist in the training of District staff and provide technical support in the use of Infinite VISIONS Purchasing Module and the District's procurement process.
• Assist with the maintenance of the electronic bidding procurement system.
• Assist with contract administration activities, including monitoring contract terms, renewal dates, amendments, and required documentation.

Minimum Qualifications

• Bachelor's degree in accounting, Business Administration, Finance, or a related field, or the ability to obtain such degree within two (2) years of employment.
• NM Chief Procurement Officer (CPO) Certification or ability to obtain within one (1) year of employment.
• At least three (3) years of experience in business, accounting, finance, purchasing, procurement, or related administrative functions; experience in an educational or governmental purchasing/procurement function is preferred.
• Proficient in the use of information technology, including Infinite VISIONS or other procurement management systems, and MS Office software.
• Ability to learn, interpret, and apply applicable federal and state laws and regulations, including the New Mexico Procurement Code, New Mexico Administrative Code (NMAC) procurement regulations, District policies, administrative regulations, and internal control procedures.
• Ability to establish and maintain effective working relationships with the public and District staff; ability to effectively communicate verbally and in writing.
• Ability to maintain confidentiality and exercise discretion in handling procurement records, vendor information, bid responses, and contract documents.