Administrator, Purchasing and Contracts at Puget Sound Educational Service District (PSESD) – Renton, Washington

Purpose Statement

The job of Purchasing/Contract Administrator is done for the purpose/s of developing, monitoring, and managing PSESD purchasing systems, policies, and procedures in compliance with agency directives, and state/federal procurement laws and regulations. This position serves as a subject-matter expert for all aspects of procurement in the agency.

This job reports to Director, Accounting

Essential Functions

• Administers a variety of activities relating to agency purchasing (e.g., vendors/contactors relation; new processes for purchasing; review for debarment/Davis-Bacon/insurance, etc.) for the purpose of ensuring accuracy and compliance federal, state, and local laws, regulations, and PSESD policies and procedures.
• Analyzes and interprets regulations relating to E-rate (e.g., Universal Service Administrative Company (USAC), Federal Communications Commission (FCC), enrollment, free/reduced lunch count reports, etc.) for the purpose of providing information for decision-making.
• Reviews, audits, and approves a variety of fiscal documents (e.g., purchasing requests, subrecipient contracts, contractual service agreements, leases, etc.) for the purpose of ensuring compliance with established financial, legal, and/or administrative requirements.
• Attends workshops, in-service training, meetings, etc. for the purpose of conveying and/or gathering information required to perform functions and maintaining professional development.
• Coordinates PSESD's public bid process for goods and services (e.g., scope of work, advertising, bid opening, monitoring bids and proposals, evaluating, awarding, debriefings, public records requests, bid protests, etc.) for the purpose of providing ensuring a transparent process that complies with agency, state and/or federal regulations.
• Develops and maintains a variety of manual and electronic documents, files, and records (e.g., leases, contracts, bid documents, reports, purchase orders, financial information, etc.) for the purpose of providing accurate data, up to date reference, and audit trail in accordance with established policies and procedures and compliance with ESD, local, state, and federal regulations.
• Embodies the principles and practices that form our culture and commitment to becoming an Antiracist Multicultural Organization for the purpose of meeting the Agency’s END: Success for Each Child and Eliminating the Opportunity Gap by Leading with Racial Equity.
• Interprets laws and regulations pertaining to purchasing functions (e.g., RCW, WAC, CFR, etc.) for the purpose of leading agency’s purchasing process and ensuring legal compliance with state and federal procurement laws.
• Manages public works contract process from inception to closing (e.g., retainage, payment/performance bond, prevailing wage determinations, federal abatement, intents and affidavits, certified payrolls, notice of completion, etc.) for the purpose of ensuring compliance with Public Works Act and/or Davis Bacon Act.
• Prepares and maintains written materials (e.g., statistical and financial data, training materials, policies and procedures, federal E-Rate grant applications, memos, etc.) for the purpose of documenting activities, conveying and disseminating information, and/or complying with state and federal regulations.
• Provides technical assistance and training to PSESD staff (e.g., purchasing requirements, etc.) for the purpose of ensuring compliance with agency, state, and/or federal regulations.
• Responds to inquiries from a variety of sources for the purpose of providing advice, counsel, information and/or direction related to purchasing policies and procedures, and E- Rate processes/services.

Other Functions

Assist other personnel as may be required for the purpose of ensuring an efficient and effective work environment.

Open until filled; for best consideration, submit completed application by 3/16/2025
Please note PSESD requires all staff to reside within Washington State

JOB-SPECIFIC COMPETENCIES

ACCOUNTABILITY: Takes responsibility and ownership for successfully accomplishing work and Agency objectives, and delivering results. Sets high standards of shared performance for self and others.

ACCURACY AND ATTENTION TO DETAIL: Ensures work is thoughtfully completed, accurate, and error free to the highest degree possible.

CUSTOMER FOCUS: Commits to clarifying and supporting internal and external customers’ goals and strives to meet their expectations and requirements. Consistently acts with customers in mind. Holds self accountable for providing high-quality, responsive, and personable customer service.

FUNCTIONAL/TECHNICAL SUBJECT MATTER EXPERT: Possesses required functional/technical knowledge and skills to perform job responsibilities. Demonstrates active interest and ability to maintain level of knowledge and enhance and apply new functional skills.

ANTIRACIST LEADERSHIP COMPETENCIES

CULTURAL PROFICIENCY: Articulates and applies historical context of racism and understands the current reality of students and communities of color in order to support racial equity. Actively demonstrates a commitment to supporting equity and inclusion, and serves as an advocate with colleagues, partners, and communities to meet the Agency's END and goal of becoming an Antiracist Multicultural Organization in support of eliminating the opportunity gap.

RACIAL EQUITY ADVOCATE: Recognizes, supports, and engages in dismantling institutional racism. Partners with and is accountable to those with whom we are in a transformational relationship, including children, families, and communities of color.

RACIAL EQUITY MINDSET: Demonstrates awareness of biases, internalized racial superiority and oppression. Leads with a racial equity lens and actively uses the racial equity tool in meaningful ways.

TRANSFORMATIONAL VALUES: Contributes to valuable and positive, antiracist transformation in individuals, organizations, and social systems in an effort to actively progress across the antiracist multicultural institution continuum. Is able to foster a sense of community and shared purpose via collaboration and cooperation with others inside and outside PSESD. Embodies the principles and practices that form the Agency’s culture. Operates from an abundance mentality that recognizes opportunities, and is optimistic and realistic about the future.

• Bachelor’s Degree
  • AA/AAS, or Washington Association of School Business Officials (WASBO) certification, or Certified School Business Specialist (CSBS), and five (5) years of applicable experience may substitute for the BA requirement
• Governmental or school district purchasing/procurement/contracts experience
• Experience managing vendor relations and negotiating contracts, prices, timelines

• Procurement Certification
• Experience administering public works contracts
• Experience working with RFQ and RFP
• Experience developing and implementing purchasing policies, procedures, and training