Supervising Procurement Specialist (NBOE)

Newark Public Schools; Newark (NJ); On-site; USD 77,897 - 97,832; Full time

Job summary

Newark Board of Education seeks a Supervising Procurement Specialist to oversee central procurement, manage specifications, and direct bid activities. The role requires extensive experience in purchasing and strong leadership to guide staff and ensure compliant, cost-effective contracts.

Responsibilities include market research, development of specifications, and coordination with user agencies to forecast needs and support budget planning.

Qualifications

• Eight years of professional experience in purchasing commodities, materials, equipment, and/or supplies.
• OR a bachelor's degree with four years of above professional experience.
• Experience with procurement standards, contracts, and cost analysis.
• Ability to supervise and make staffing and disciplinary decisions.

Responsibilities

• Oversees centralized procurement of commodities and analyzes procurement history for cost savings.
• Performs market research from vendors' materials and site visits as required.
• Reviews and revises specifications and develops new specs for commodities.
• Guides the bidding process and participates in contract execution.
• Supervises data collection, reports, and budgetary planning related to purchasing.

Skills

Procurement analysis

Market research

Bid evaluation

Contract administration

Leadership

Education

Bachelor's degree in a related field

Tools

MS Excel

MS Office

Job description

Supervising Procurement Specialist

Roger León, Superintendent

Office of Purchasing

Position is pending availability of funds and Board of Education approval.

Position Overview

Under direction of a supervisory official in a state or local government department, institution, or agency, supervises the performance of highly complex professional work including specification development, bid preparation, evaluation, recommendation, quality assurance, and execution of contract awards in a central procurement environment; does other related duties as required.

Responsibilities

• Supervises and may assist in the more complex/difficult analysis for the centralized purchase of commodities.
• Supervises or analyzes product or procurement history data and makes recommendations regarding appropriate methods for accomplishing effective purchases and cost savings where applicable.
• Performs highly complex market research analysis through vendors' brochures, trade journals, and other technical material, and visits their plants or distributors as required.
• Supervises the collection/review/revision of existing specifications and prepares new specifications for commodities.
• Analyzes technical information accompanying bids to determine specification compliance; if necessary requests assistance from the quality assurance unit for product testing and inspection.
• In the absence of the supervisor, may supervise work operations and/or functional programs of a buying team and has responsibility for effectively recommending the hiring, firing, promoting, demoting, and/or disciplining of employees.
• Supervises and/or analyzes and forecasts long‑range and short‑range market trends to develop projections of commodity and service needs.
• Supervises the translation of specification requirements into quality assurance programs and plans.
• Confers with representatives of user agencies to review their existing and anticipated requirements and provides technical assistance/advice.
• Participates in meetings/hearings with vendors/bidders relative to the bidding process and/or contract execution.
• Provides budgetary planning information to the supervisor after an extensive review/analysis of historical purchasing data including purchase volumes, levels of completion, schedules, delivery points, and costs.
• Supervises or performs the more complex analysis of procurement operations including the purchase, receipt, and distribution of merchandise, and prepares statistical progress or other reports containing findings, conclusions, and recommendations.
• As directed and working alone or as one of a group, practices methods/activities to evaluate their application/efficiency/effectiveness/suitability to current procurement conditions, costs, and objectives and makes appropriate recommendations.
• Coordinates the in‑out flow of highly complex data processing information by frequent checks at all levels of that information to ensure accurate reports are available.
• Coordinates all phases of the inventory control system including surplus property and stores operations in the distribution center and provides recommendations to the supervisor for necessary changes.
• May calculate revenue/expenditure projections to determine future budget and whether the budget can accommodate purchase requests.
• May review legal papers, notes, or collateral for conformity to rules/regulations to substantiate individual transactions prior to settlement of purchase.
• May determine feasibility of proposals/plans for additional services to evaluate purchase requests.
• May approve payment of bills/vouchers which are generated by purchase agreements.
• May recommend legal action or fines for noncompliance with terms of the purchase agreement.
• May develop contractual amendments and write resolution documents to settle disputes, conflicts, or problems with the original purchase agreement.
• Reviews and maintains records and files including current bidder lists.
• Will be required to learn to utilize various types of electronic and/or manual recording and information systems used by the agency, office, or related units.

Qualifications and Requirements

• Eight (8) years of professional experience in the purchase of commodities, materials, equipment, and/or supplies.
• OR possession of a bachelor's degree from an accredited college or university and four (4) years of the above‑mentioned professional experience.
• Professional experience refers to work that is creative, analytical, evaluative, and interpretive; requires a range and depth of specialized knowledge of the profession's principles, concepts, theories, and practices; and is performed with the authority to act according to one's own judgment and make accurate and informed decisions.
• Appointee will be required to possess a driver's license valid in New Jersey only if the operation of a vehicle, rather than employee mobility, is necessary to perform essential duties of the position.

Preferred Qualifications

• Qualified Purchasing Agent Certification (preferred).

Knowledge and Abilities

• Knowledge of techniques/procedures essential to procurement through competitive bidding.
• Knowledge of investigative and procurement techniques, research methodology, and operations analysis.
• Knowledge of the applications of a management information system.
• Knowledge of fiscal planning factors as they relate to centralized purchasing and budget preparation.
• Knowledge of inventory control methods.
• Knowledge of organizational staffing techniques and available training programs, and their application to employees and productivity.
• Knowledge of supervisory techniques and principles of authority, responsibility, and accountability.
• Knowledge of contract negotiations and negotiable instruments.
• Ability to read, interpret, and apply the laws, regulations, policies, and procedures relating to the operation of a centralized procurement agency.
• Ability to analyze complex data to include accounting/purchasing information, operations, research data, and to compute information.
• Ability to research/analyze specifications/bids for the purchase of various commodities.
• Ability to organize assigned field, office, and other purchasing work for a large service organization and develop effective work methods in accord with prescribed procedures.
• Ability to develop and implement policies/procedures.
• Ability to identify, gather, and interpret economic facts and trends as they relate to centralized purchasing.
• Ability to organize and chair committees/meetings.
• Ability to relate and apply sound business practices to the procurement process.
• Ability to plan procurement programs and establish necessary priorities.
• Ability to create and maintain a harmonious relationship with associates, supervisors, and other individuals.
• Ability to prepare complex reports and/or correspondence.
• Ability to supervise and maintain records, files, and bidder lists.
• Ability to utilize various types of electronic and/or manual recording and information systems used by the agency, office, or related units.
• Ability to read, write, speak, understand, and communicate in English sufficiently to perform duties of this position. American Sign Language or Braille may also be considered as acceptable forms of communication.
• Persons with mental or physical disabilities are eligible as long as they can perform essential functions of the job after reasonable accommodation is made to their known limitations. If the accommodation cannot be made because it would cause the employer undue hardship, such persons may not be eligible.

Reports To

Department Head

Salary, Employment Period, and Union Affiliation

• Salary Range: $77,897 - $97,832
• Employment Period: Twelve (12) Months
• Union Affiliation: Local 32

Benefits

In an effort to attract and retain staff, NBOE offers competitive compensation and comprehensive benefits for all full‑time staff. Offerings include medical and prescription drug plans, employer‑paid dental and vision coverage, an array of wellness and voluntary benefits programs, and paid time off; all employees receive paid personal and sick days, as well as vacation days for 12‑month employees. For details, please go to https://nboehrs.com/

Opening and Closing Dates

Opening Date: February 20, 2025

Closing Date: March 3, 2025 or until filled

Equal Opportunity/Affirmative Action Statement

THE NEWARK BOARD OF EDUCATION IS AN EQUAL OPPORUNITY/AFFIRMATIVE ACTION EMPLOYER