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Purchasing Supervisor (Immediate Opening)

Company: IDEA Public Schools
Location: Weslaco
Posted on: April 3, 2021

Job Description:


Description
Position at IDEA Public Schools

At IDEA Public Schools, we believe in college for ALL and we are committed to ensuring that all of our students graduate from college. IDEA Public Schools has grown from a small school to the fastest-growing network of tuition-free Pre-K-12 public charter schools in the United States sending 100% of our students to college. 58% of our students graduate from college in 6 years - that's 8 times the national rate for students in our communities!

IDEA was founded in 2000 as a single school with 150 students in the Rio Grande Valley. When interest exceeded building capacity, to meet the demands, IDEA's co-founders committed to serving more students in the Rio Grande Valley of Texas and beyond. We now serve nearly 45,000 students across Texas and Louisiana. By 2022, IDEA will serve 100,000 students. Be on the lookout for IDEA schools opening near you-with continued growth in our current regions and new launches in Tarrant County (Fort Worth/Arlington), New Orleans, Houston (2020), Permian Basin (2021), and Tampa Bay (2021)!

When you choose to work at IDEA, you are part of our IDEA Team and Family. You will work alongside team members who set and reach ambitious goals every day, are excited to continue to grow with IDEA, and work relentlessly to make college for all a reality.

To learn more about IDEA, check out this .

Role Mission: IDEA's Purchasing Supervisor provides and leads the organization's procurement process as outlined by Texas Education Agency (TEA). The Purchasing Supervisor manages the purchasing department clerical staff and is responsible for providing support to all financial management users. S/he sets clear expectations for the entire organization's procurement processing and is committed to continuously improve the process which supports and advances the goals of IDEA Public Schools. The vision is to provide the highest level of customer satisfaction by facilitating the efficient acquisition of goods and services while keeping in compliance with policy and procedures.

Accountabilities

85% business office clerk retention.

  • Onboard new hires within the first 2 weeks of employment
  • Develop and lead trainings for staff regarding TEA, IDEA, and other regulations
  • Provide continuous improvement sessions for staff as needed
  • Conduct weekly check-ins with purchasing clerks
    Create systems, processes, and efficiencies for the Purchasing Department to ensure that internal goals regarding approvals and metrics are met 100% of the time.
    • Drive talent of the purchasing department staff to accomplish 100% of daily goals.
    • Develop and training 90% of" A players" within the purchasing clerical staff
    • 100% of requisitions approved in 2 business days
    • Review all requisitions for 100% account code accuracy as per TEA's Financial Accountability Systems Resource Guide
    • Reconcile open purchase orders aged more than 45 days
    • Strive for culture of continuous improvement through check ins, tactical meetings, step backs, PTG's and conferences
    • Monitor and minimize after the fact and aged trend requisitions and purchase orders
    • Provide purchasing department stats by 10 th business day each month
    • Provide monthly stats for internal business office dashboard
    • Provided follow up for frequent offenders via conference call or onsite training in order to "close the procurement gap"
    • Check in with Director of Accounting Operations weekly in order to identify trends and develop strategy for improvements
      Ensure IDEA's vendor records are in compliance and updated 100% of the time.
      • Ensure that 100% of all vendors have CIQ, SB9, SAM.gov and W9 information in Tyler Munis
      • Ensure that 100% of vendors are coded correctly for 1099 status
      • New vendors are added to Tyler Munis within 1 business day of request
      • TIN # matching is verified with IRS
      • Process 100% of 1099's and mail out to vendors by annual deadline
      • File 100% of 1099's with the IRS by annual deadline
      • Correct 95% of any 1099 errors indicated by the IRS within 3 months of notice
      • Biannually code inactive vendors in Tyler Munis as part of vendor maintenance cleanup
      • Ensure vendor bank information changes are approved by CFO prior to making change in MUNIS
        100% of personnel responsible for submitting requisitions receive professional development
        • Onboarding 100 % of new business clerks and financial management users within 2 weeks of being hired
        • Provide continuous improvement sessions by gathering trend data for quarterly trainings and summer institute
        • Bi-Weekly financial management users conference call to discuss trends and compliance and communicate 100 % of policy changes and updates
        • Take an active leadership role in beginning of year committee and attend 100% of all meetings
          100% compliance with TEA and EDGAR regulations
          • Attend trainings semiannually on new laws and regulations concerning procurement
          • Update purchasing policy and procedures manual on a quarterly basis or as needed as laws change
          • Update forms on department website (HUB) for internal use quarterly
          • Comply 100% with financial Accountability System Resource Guide
          • Submit 100% of audit samples requested from external auditor on or before deadline with no audit findings
            Organize systems and processes to meet end of year close deadlines and requirements
            • Organize end of year memos pertaining to requisition cut off dates
            • Ensure that 100% of purchase orders are received and closed out by fiscal year end date of June 30
            • Prepare purchase order roll over letter for campuses and departments if needed by August 30 th
              We look for Team and Family who embody the following values and characteristics:
              • Believes and is committed to our mission and being an agent of change: that all students are capable of getting to and through college
              • Has demonstrated effective outcomes and results, and wants to be held accountable for them
              • Has a propensity for action, willing to make mistakes by doing in order to learn and improve quickly
              • Works with urgency and purpose to drive student outcomes
              • Thrives in an entrepreneurial, high-growth environment; is comfortable with ambiguity and change
              • Seeks and responds well to feedback, which is shared often and freely across all levels of the organization
              • Works through silos and forges strong cross-departmental relationships in order to achieve outcomes
              • We believe in education as a profession and hold ourselves to high level of conduct, professionalism and behaviors as models for our colleagues and students.
                Supervisory Responsibilities:
                • Manage and develop purchasing clerks across all IDEA regions
                  Competencies:
                  • Knowledge of basic accounting procedures, purchasing and invoicing supplies and equipment
                  • Ability to work with numbers in an accurate and rapid manner
                  • Ability to analyze and organize a complex filing system of bid-related documentation
                  • Ability to use computer software to develop spreadsheets, databases and word processing
                  • Proficiency in use of calculator and office machines
                  • Ability to communicate effectively
                    Qualifications:
                    • Education: Bachelor's degree required, preferably in business or accounting
                    • Experience: 2+ years in team management, preferably in accounting; preferably in school setting
                      Knowledge and Skills:
                      • Microsoft Word, Excel, Powerpoint, 10-key
                        Compensation:

                        Salaries for this role typically fall between $51,900 and $61,800, commensurate with relevant experience and qualifications. This role is also eligible for a performance bonus based on individual and organizational performance and goal attainment.

                        IDEA Public Schools does not discriminate on the basis of race, color, national origin, age, sex or disability, in admission or access to, or treatment of employment in its programs and activities. Any person having inquiries concerning the organization's compliance with the regulations implementing Title VI of Civil Rights Act of 1964 (Title VI), Section 504 of the Rehabilitation Act of 1973 (Section 504), or Title II of the Americans with Disabilities Act of 1990 (ADA), may contact IDEA Human Resources at (956) 377-8000.

Keywords: IDEA Public Schools, Edinburg , Purchasing Supervisor (Immediate Opening), Accounting, Auditing , Weslaco, Texas

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