Coordinator 1 - Purchasing Services

JOB SUMMARY

Provides support in procuring goods and services to meet the operational needs of district campuses and departments. Applies foundational knowledge of public sector purchasing principles to assist with sourcing commodities and services in support of instructional and operational programs. Participates in competitive procurement processes, including solicitations, and helps with supplier communications, evaluation activities, and contract implementation.

Collaborates with Procurement Services staff, vendors, and district stakeholders to support sourcing initiatives, maintain positive supplier relationships, and ensure timely and cost-effective acquisition of goods and services. Supports efficient procurement operations by keeping accurate records, assisting with process improvements, and ensuring compliance with district policies, applicable regulations established by the Texas Education Agency, and federal and state requirements.

MAJOR DUTIES & RESPONSIBILITIES

List most important duties first
1.        Assists with competitive sourcing, including Requests for Proposals (RFP) and Requests for Qualifications (RFQ). Supports the preparation of solicitation documents, vendor communications, bid tabulations, and contract award recommendations within assigned categories.
2.        Supports the identification of cost savings, contract utilization, and sourcing opportunities by reviewing purchasing activity. Assists in cooperative and interlocal agreements to ensure the district is leveraging approved contracts and favorable terms.
3.        Applies knowledge of public procurement procedures to ensure purchasing activities comply with district policies and applicable federal and State of Texas requirements. Ensures proper documentation, adherence to procurement thresholds, and compliance with relevant guidelines established by the Texas Education Agency and district regulations.
4.        Assists in gathering market intelligence and preparing reports, project summaries, and recommendations to support informed procurement decisions.
5.        Assists with vendor communications and relationship management to ensure vendors understand district requirements, submission deadlines, and performance expectations. Provides support in resolving routine vendor issues and escalates concerns to senior procurement staff as appropriate.
6.        Reviews purchase requisitions for completeness, accuracy, and compliance with district procurement policies. Assists campuses and departments with selecting appropriate procurement methods and ensures the timely processing of purchase orders.

MAJOR DUTIES & RESPONSIBILITIES CONTINUED

7.        Maintains accurate procurement records, files, and supporting documentation in the district’s financial and management systems. Ensures records are complete, organized, and audit-ready in accordance with district retention policies.
8.        Provides customer service and guidance to campuses and departments on procurement procedures, approved vendors, and purchasing requirements to support efficient, compliant purchasing operations.
9.        Participates in continuous learning and professional development to build knowledge of public procurement practices, sourcing strategies, and applicable laws and regulations.
10.        Perform other duties and responsibilities as assigned.

EDUCATION

Bachelor's Degree required.

WORK EXPERIENCE

Minimum of 3 years.

SKILL AND/OR REQUIRED LICENSING/CERTIFICATION

Strong knowledge and expertise in the assigned area, including current best practices, methodologies, and regulations.
Excellent analytical and critical thinking skills, with the ability to interpret complex data and make informed decisions.
Strong problem-solving abilities, with a proactive and solution-oriented mindset. Advanced proficiency in using relevant software applications, tools, and systems.
Excellent communication skills, both verbal and written, with the ability to convey complex concepts clearly and effectively.
Demonstrated ability to collaborate and work effectively within cross-functional teams.
Strong organizational and project management skills, with the ability to manage multiple priorities and meet deadlines.
Detail-oriented with a focus on accuracy and quality in work output.
Ability to adapt to change and thrive in a fast-paced, dynamic environment.
Strong interpersonal skills, with the ability to build and maintain positive relationships. Ability to work independently and take initiative to drive results.
Strong leadership capabilities, with the ability to influence and inspire others.
Commitment to ongoing professional development and continuous learning.

LEADERSHIP RESPONSIBILITIES

Work Leadership. Regularly provides project management or team leadership to a group of two or more employees but does not have formal supervisory responsibility. Leading and directing is restricted to monitoring work and providing guidance on escalated issues. Most of work time is spent performing many of the same duties they are leading.

WORK COMPLEXITY/INDEPENDENT JUDGMENT

Work is substantially complex, varied and regularly requires the selection and application of technical and detailed guidelines. Independent judgment is required to identify, select, and apply the most appropriate methods as well as interpret precedent. Position regularly makes recommendations to management on areas of significance to the department. Supervision received typically consists of providing directions on the more complex projects and new job duties and priorities. 

BUDGET AUTHORITY

PROBLEM SOLVING

Decisions are made on routine matters affecting few individuals and usually within the confines of the job's own department. Specific job activities and results are typically reviewed closely. There are limited requirements for developing new ideas or changes in methods, procedures, or services.

IMPACT OF DECISIONS

COMMUNICATION/INTERACTIONS

Collaborate and solve problems - work with others to resolve problems, clarify, or interpret complex information/policies, and provide initial screening/negotiations without approval authority. Interactions are typically with customers, senior level professional staff, and managers.

CUSTOMER RELATIONSHIPS

Regularly assesses and diffuses complex and escalate customer issues. Takes personal responsibility and accountability for solving systemic customer service problems. Regularly explores alternative and creative solutions to meeting the needs of the customer within HISD's policies and guidelines.

WORKING/ENVIRONMENTAL CONDITIONS

Work is normally performed in a typical interior work environment which does not subject the employee to any hazardous or unpleasant elements.