Executive Director Purchasing and Supply Management 2025-2026

Executive Director Purchasing & Supply Management

IMMEDIATE SUPERVISOR: Treasurer
FLSA STATUS: Exempt

EMPLOYMENT TERM: 261 Days

SALARY : Pursuant to WV Code §18A-4-2, in accordance with Kanawha County Schools Executive Director Salary Schedule, commensurate with experience and education level.

EVALUATION: Performance in this position will be evaluated by the Treasurer and in accordance with WV State Code §18A-2-12, WV State Board Policy 5310, and KCSBOE Policy Performance Evaluation of School Personnel - Administrative Procedures.

JOB SUMMARY : Responsible for procurement of complex goods and/or services as well as reviewing proposals and bids, legal and financial requirements, analyze lease proposals, monitor inventory and management of warehouse. This is a buying position involving mechanical, HVAC, custodial and other operational related material and services.
PERFORMANCE RESPONSIBILITIES:

1. Supervises procurement and order processing operations through the receipt of requisitions, buyer assignments, specification writing, completive bidding, bid evaluation, vendor selections, order preparation, budget approval and expediting.
2. Maintains insurance coverage to adequately protect the interest of the Kanawha County Board of Education, employees, and students; includes establishing and manage fixed asset, administering policies, and settling claims.
3. Maintains control and policy requirements related to the distribution of the purchasing card program.
4. Maintains liaison with operations and transportation departments to obtain performance and maintenance experience of purchased materials.
5. Develops a favorable working relationship with the business community to generate new sources of supply and to provide maximum participation in the competitive bidding process. Use the buying power and procurement capabilities to coordinate cooperative purchasing and technical assistance to other entities.
6. Conducts follow-up analysis on the utility and performance of purchased materials and services to ensure that specifications and standards are met.
7. Protects Board of Education funds by ensuring that commitments are not made to vendors when requisitioning agency does not have sufficient budget allocations to cover the proposed expenditure.
8. Disposes of surplus materials in an effort to recover a portion of the initial involvement.
9. Purchases and negotiates contracts for copier fleet, furniture, appliances, vehicles, natural gas, insurance, fuels and lubricants, construction projects , convenience contracts and other operational services and materials.
10. Obtains insurance coverage and administers policies for buildings and grounds vehicles, professional liability, dental/optical plans, student accident plans, and position bonds to provide protection for Board of Education property, employees and students.
11. Consults with buyers and other staff members to resolve questions concerning procedures and to assist with purchasing decisions.
12. Monitors public bid openings to ensure that all bids are processed legally, fairly and ethically.
13. Develops product and service specifications to communicate needs to suppliers through the competitive bidding process.
14. Reviews product lines with sales representatives to keep abreast of product changes and knowledge which may be beneficial to school programs.
15. Inspects purchased materials in schools and warehouse to ensure that vendors provide only those items which meet quality standards and specifications.
16. Reviews and updates purchasing procedures so that the best possible service is provided to the requisitioning agencies.
17. Maintains control over all vehicle titles.
18. Works with accounting firms and/or staff to maintain an inventory.
19. Formulates purchasing practices to encompass value analysis in considering cost, quality, and product utility.
20. Provides commodity and price information to the various departments for use in their annual budget requests
21. Corresponds with vendors to negotiate and resolve problems concerning product adjustments or corrections
22. Fosters employee growth by providing opportunities for staff members to increase skill levels through on-the-job cross training experience and professional procurement services.
23. Forms committees of school and central office personnel to test and evaluate products and services in order to determine in the needs of the school system are being adequately met.
24. Assists principals and other school groups in selecting materials and vendors for direct purchases made with school funds.
25. Follows the established personnel evaluation procedures for staff members.
26. Utilizes self-appraisal for the improvement of administrative skills.
27. Demonstrates unbiased attitudes in fulfilling administrative responsibilities.
28. Performs such other tasks and assumes such other responsibilities as the supervisor may assign.

QUALIFICATIONS:

1. Bachelor’s degree in Business Administration or related field required. Master’s degree preferred. Buyer Certifications preferred.
2. Five or more years of experience in Government Procurement, Industrial or Institutional Materials Management position.
3. Experience in inventory planning, forecasting techniques and operational systems related to government spending.
4. General familiarity with data processing/information systems techniques.
5. Personal integrity, professional ethics and human relations skills are essential.
6. Ability to communicate effectively through oral and written media on a wide range of subjects.
7. Thorough knowledge of a wide variety of material, equipment and services as necessary for the efficient and effective operations of a public school system.
8. Excellent ability to write clear proposals, bid specifications for all types of goods and.
9. Ability to present self in an effective and professional manner.
10. Considerable skill in dealing effectively with program users and supplier representatives.
11. Skill in analyzing requests for proposals and bid quotations.
12. Ability to make recommendations concerning awarding of contracts.

PHYSICAL DEMANDS: The physical demands described are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to reach, stand, walk, lift, grasp, write, talk, hear, see, use technology such as computers and multi-media equipment, and use repetitive motions. While performing the duties of this job, the employee may frequently lift and/or move at least 10 pounds of materials. Specific vision abilities required by this job include close vision such as to read handwritten or typed material and the ability to adjust focus. The position requires the individual to meet multiple demands from several people and interact with the public and other staff members.

WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable
accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually quiet to moderate (25-70dB). The employee is continuously interacting with the public and staff.

The information contained in the job description is for compliance with the Americans with Disabilities Act (ADA) and is not an exhaustive list of duties performed by this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned by the Superintendent or his/her designee.

June 2020