Managing Director of Procurement (Immediate Opening)

Company: IDEA Public Schools
Location: Austin
Posted on: April 10, 2021

Job Description:

About IDEA Public Schools: At IDEA Public Schools, we believe in college for ALL and we are committed to ensuring thatallour 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. 50% of our students graduate from college in 6 years thats 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, IDEAs co-founders committed to serving more students in the Rio Grande Valley of Texas and beyond. We now serveover 65,000students across Texas and Louisiana. Be on the lookout for IDEA schools opening near youwith continued growth in our current regions and new launches inTampa Bay, FL(2021),andJacksonville, FL (2022)! 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 thisvideo. Role Mission: Under the direction and supervision of the Senior Vice President of Finance / Controller, the Managing Director of Procurement provides managerial oversight and administration of the organizations purchasing, corporate card and contract management processes. The Managing Director of Procurement is responsible for providing support to all financial management users, sets clear expectations in planning, organizing, directing operations and activities related to procurement processing and is committed to continuously improve the procurement process which supports and advances the goals of IDEA Public Schools. The vision of the department is to provide the highest level of customer satisfaction by facilitating the efficient acquisition of goods and services, including leveraging our ERP system to facilitate BID/RFP processes, while keeping in compliance with local policy, procedures and State and Federal regulations. Accountabilities Create systems, processes, and efficiencies for the Procurement Department to ensure that internal goals regarding approvals and metrics are met 100% of the time. --- Achieve 85% annual retention of Procurement Department staff--- Develop and train 90% of Talent Review A players within the procurement department to meet Staff Development Cycle annual performance goals and continue to be A rated.--- Achieve 95% customer service rating from Zendesk for the Procurement Department--- Ensure 99% of requisitions are reviewed and approved within 2 business days--- Ensure 90% of submitted Concur expense reports are reviewed within 3 business days--- Ensure 99% of active Cardholders do not have delinquent account balance over 60 days.--- Collaborate with Director of Accounts Payable to close 90% of POs within 45 days of the PO date.--- Monitor and minimize after the fact and aged trend requisitions and purchase orders--- Provide Procurement Department statistics report by the 15th business day each month to the Senior Vice President of Finance/Controller and subsequently the Finance Senior Leadership Team--- Develop a comprehensive strategy encompassing improved processes, professional development, and financial manager coaching to close the procurement gap on number of rejected requisitions regarding- Coding- Required documentation- Vendor issues--- Check-in with Vice President of Finance / Controller weekly to identify trends and develop strategies for improvements--- Collaborate with Director of Accounts Payable and Assistant Director of Design to inform and guide Business Clerks and Financial Managers regarding critical procurement actions during weekly tacticals, quarterly professional development and all other operating mechanisms--- Collaborate with end users on timeliness of completing the receiving function within Tyler Munis to process vendor payments effectively and efficiently within net 30 days. 100% compliance with the TEA, USDOE and other governing body regulations --- Attend trainings semiannually on current and any new State and Federal laws and regulations concerning procurement--- Update purchasing policy and procedures manual quarterly or as needed as laws change--- Update forms on the department website (HUB) for internal use quarterly--- Comply 100% with Texas Education Agency (TEA) Financial Accountability System Resource Guide (FASRG)--- Submit 100% of audit samples requested from internal or external auditors related to procurement on or before deadline with no audit findings 100% of personnel responsible for procurement receive training and professional development --- Collaborate with Financial Planning & Analysis to onboard 100% of new Business Clerks and financial management users within one month of being hired, including access to appropriate IDEA systems, training on MUNIS, Concur, and other applicable development, so that they are on track for success towards role-specific goals.--- Provide continuous improvement sessions by gathering trend data for quarterly trainings and summer institute--- Assist in the planning and facilitation of the bi-Weekly financial management users conference call to discuss trends and compliance and communicate 100% of policy changes and updates--- Obtain feedback from end users to identify gaps in processes and policies--- Provide guidance and communication across the organization to support business clerks and financial management users in achieving set goals--- Take an active leadership role in the beginning of year (BOY) planning committee and attend 100% of all meetings 100% of vendor records and contracts follow IDEAs retention policy procuring according to federal guidelines. --- Ensure that 100% of all vendors have CIQ, SB9, SAM.gov and W9 information in Tyler Munis--- Ensure all CIQs are reviewed, updated annually, and posted on the IDEA website.--- Ensure that 100% of vendors are coded correctly for 1099 status--- New vendors are added to Tyler Munis within one business day of request--- Ensure TIN # matching is verified with IRS--- Process 100% of 1099s and mail out to vendors by the annual deadline--- File 100% of 1099s with the IRS by the annual deadline--- Correct 100% of any Form-1099-MISC 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--- Oversee and provide guidance to Procurement Specialist/Buyer to ensure vendor contracts follow IDEA, TEA, and EDGAR policies. We look for Team and Family who embody the followingvaluesand characteristics: --- Believes and is committed to our missionand being an agent of change: that all studentsare capable of gettingto and through college--- Has demonstrated effectiveoutcomes 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 improvequickly--- 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 relationshipsin order toachieve outcomes--- We believe in education asa professionand hold ourselves to high level of conduct, professionalism, and behaviors as models for our colleagues and students. Qualifications: --- Education: Bachelors degree required, preferably in business or accounting--- Experience: 5+ years in team management, preferably in accounting; preferably in school setting Knowledge and Skills: --- Knowledge of state and federal rules and regulations concerning procurement--- Knowledge of Texas Education Agency Financial Accountability Systems Resource Guide, preferred--- Knowledge of automated purchasing systems--- Demonstrated leadership and management skills--- Basic understanding of accounting and finance--- Data analysis--- Working knowledge of Microsoft Excel--- Strong communication and interpersonal skills--- Exhibits and cultivates high customer service centric approach to purchasing functions--- Project management and task prioritization principles Ability to: --- Problem solve, think strategically and manage conflicts--- Manage and develop non-exempt accounting personnel--- Implement policies and procedures--- Provide exception customer service and training to end users--- Communicate clearly and articulately system and financial information to internal and external stakeholders--- Evaluate and develop data, and recommend improvement procedures--- Prepare reports and analysis for senior management--- Work with numbers in an accurate and rapid manner

Keywords: IDEA Public Schools, Austin , Managing Director of Procurement (Immediate Opening), Accounting, Auditing , Austin, Texas