Procurement Specialist

Since every duty associated with this position may not be described herein, employees may be required to perform duties not specifically spelled out but may be considered incidental in the performance of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the duties herein described.

• Researches, reviews and clarifies procurement requests submitted by operating departments and schools to ensure completeness. Ensures compliance with the Tennessee Code Annotated as well as HCDE procurement standards, in regard to commodities, work services, and professional services.
• Maintains an up-to-date understanding of procurement regulations and procedures, including Federal, State, Local, School Board, internal, and industry-specific laws, regulations, policies, and guidelines.
• Analyzes current processes at the system level for improvements and efficiencies.
• Coordinate and trains on financial computer hardware/software; troubleshoots purchasing related system concerns; participates in software upgrades to the extent necessary to ensure successful procurement performance through designated systems.
• Creates project plans that support large-scale business decisions for the school system related to the functions of the Procurement department.
• Coordinates and manages the planning, developing, and implementing of programs, policies, and procedures for areas assigned to Procurement to support the most effective utilization of resources to support the vision and mission of the school district.
• Coordinates daily work activities; organizes priorities and assigns work’ monitors status of work in progress and inspected completed work; consults with staff, assistants with complex problem situations, and provides technical guidance and expertise to address problems in assigned area.
• Processes all employee expense claims submitted ensuring compliance with District, State, and Federal policies and procedures.
• Consults with Chiefs, Community Superintendents and/or Directors, State Department of Education, school officials, and other officials to review operations/activities, review/resolve problems, receive advice/direction, and provide recommendations.
• Enters Procurement department requisitions and receiving records.
• Complete department related purchasing functions and supply ordering.
• Monitors and updates departmental calendars for all applicable due dates and notices.
• Supports department updates to the Hamilton County School internet and sharepoint sites.
• Audits invoices and purchase orders upon request from the Accounts Payable Department to ensure accuracy.
• Reviews purchase requests, verify price quotes and supplemental documentation. Creates purchase orders, sends them to the Purchasing Agent for final evaluation and approval.
• Advises and provides technical assistance to staff in operating departments and schools on procurement policies and procedures, as well as State and Federal procurement laws.
• Fulfills records requests in compliance with state regulations.
• Maintains file system for procurement documentation, contracts, reimbursements, and reports.
• Serves as a general office contact for customer support functions related to all procurement departments.
• Prepares a variety of reports of statistical data and submits to departments, individuals, or outside agencies.
• Assists accounts payable in researching and resolving discrepancies.
• Communicates through the proper channels to keep supervisor and other appropriate personnel informed of impending problems or events of unusual nature.
• Prepares or completes various documents, reports, and correspondence as required.
• Performs general/clerical tasks, which may include answering telephone calls, typing documents, making copies, sending/receiving faxes, filing documentation, processing incoming/outgoing mail, or running errands.
• Operates a computer to enter, retrieve, review or modify data; verifies accuracy of entered data and makes corrections; operates general office/school equipment.
• Complies with applicable district, state, and federal codes, laws, rules, regulations, standards, policies and procedures.
• Adheres to the Teacher Code of Ethics as defined by Tennessee Law and Code of Professional Conduct as defined by Board Policy 5.6011.
• Acts in a professional, respectful, and welcoming manner at all times.
• Creates a customer-focused climate and provides quality services and support to schools, community, businesses, Superintendent of Schools, Board of Education, and other stakeholders.
• Works collaboratively with all stakeholders.
• Follows established procedures to ensure assigned areas are safe.
• Maintains confidentiality.
• Attends work and arrives at work on time.
• Performs other related duties as assigned.

Education, Experience, and Qualifications

• Bachelor’s degree in business management or related field required;
• Four (4) years previous work experience involving purchasing, procurement, project management, or related field;
• Or any equivalent combination of education, training, and experience that provides the required knowledge, skills, and abilities for this job.
• CPPO, CPPB, CPM, PMP, PgMP, CAPM, and/or comparable procurement – project management certifications highly desirable.

Knowledge, Skills, and Abilities

• Ability to communicate effectively, both verbally and in writing, with internal and external stakeholders.
• Skilled in building and maintaining professional relationships, demonstrating strong interpersonal and customer service capabilities.
• Skilled in organizing and managing multiple priorities, with strong attention to detail and accuracy.
• Ability to manage time efficiently and meet established deadlines in a fast-paced environment.
• Skilled in analyzing data and solving problems, using sound judgment and critical thinking.
• Ability to prioritize tasks effectively and delegate responsibilities when appropriate to ensure workflow efficiency.
• Knowledge of procurement processes, project lifecycles, or the ability to quickly learn and adapt to specific product or service requirements.
• Skilled in using Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) or equivalent software tools to support procurement activities.