The District Procurement & Compliance Specialist is a service-oriented position that provides administrative and operational support for district purchasing, procurement, and compliance functions under the general supervision of the Supervisor of Financial Services. This position serves as a resource and point of contact for district staff, administrators, vendors, and external agencies, assisting with purchasing processes, vendor coordination, procurement documentation, and compliance with established applicable district policies, procedures, and regulatory requirements. This position supports the efficient and cost-effective acquisition of goods and services while promoting fiscal responsibility, accuracy, and consistency in purchasing practices. Responsibilities include maintaining procurement records, supporting inventory control, monitoring purchasing activities for adherence to established procedures, and verifying that appropriate documentation and processes are followed.
The position works collaboratively with district departments, administrators, and Business Office staff to support district operational needs, maintain compliance, and support continuous improvement in procurement practices. Through responsive customer service, attention to detail, and effective organization, this role contributes to the efficient use of district resources and the overall success of Cedar Falls Schools.
ESSENTIAL FUNCTIONS:
Purchasing & Procurement Operations:
Processes requisitions, purchase orders, bids, contracts, and work orders in accordance with established district purchasing procedures, for the purpose of acquiring supplies, equipment, materials, and services necessary to support district operations. Assists the Business Office in reviewing and updating purchasing procedures.
Procurement Card Systems Administration:
Serves as primary System Administrator for the district purchasing card program (managing 250+ cards), processing applications, setting up accounts, entering spending limits as authorized per district policy, and maintaining cardholder access.
Bidding, Contracts & Vendor Management:
Coordinates competitive bidding and contract processes within established limits by compiling specifications provided by requesting departments, coordinating bid solicitations, evaluating bids, organizing and summarizing bid responses for administrator review, recommending vendors, scheduling and supporting bid meetings, and tracking vendor performance and compliance with contract terms, district policy, and regulatory requirements, referring concerns to the Supervisor of Financial Services.
Financial Oversight & Compliance:
Reviews purchasing documentation, including requisitions, bids, contracts, change orders, and purchase orders, for completeness, accuracy, and adherence to established district procedures, and refers discrepancies to the Business Office, to ensure proper use of district funds and compliance with applicable federal, state, and district laws, policies, and accounting standards. Review and audit expenditures tied to federal, state and local grants against approved budgets to ensure cost allowability, budget alignment and audit readiness. Track, manage and reconcile district rebate programs, merchant reward accounts, vendor incentive programs and cash-back features associated with procurement systems and P-cards to maximize cost savings and ensure proper revenue deposits.
Last Modified: 11/5/2026
Data Analysis & Reporting:
Researches, compiles, and analyzes purchasing and inventory data from a variety of sources to support informed decision-making, district planning, and continuous improvement. Prepares written and electronic financial documentation related to purchasing and inventory transactions.
Inventory & Warehouse Coordination:
Compiles, maintains, and reviews inventory records for district-warehoused items to support efficient purchasing decisions. Coordinates with warehouse personnel on the receipt, storage, distribution, and delivery of purchased goods and resources across district buildings.
Purchasing Systems & Records Management:
Issues purchase orders and maintains accurate purchasing records, correspondence, and databases, including vendor files, contracts, bids, and Requests for Proposal (RFPs), ensuring information is accessible, current, and auditable.
Vendor Relations & Issue Resolution:
Communicates with vendors to resolve routine purchasing issues, ensure compliance with specifications, and support cost-effective purchasing decisions while maintaining professional relationships and ethical standards.
Training & Support:
Provides guidance, training, and support to district staff on purchasing procedures, procurement systems, and inventory processes as established by the Business Office to promote consistency, efficiency, and compliance.
Communication & Customer Service:
Responds promptly and professionally to inquiries from internal and external stakeholders, including district staff, administrators, and vendors. Communicates purchasing information clearly, accurately, and effectively using professional discretion.
Professional Development & Continuous Improvement:
Participates in training, workshops, and professional development opportunities to stay current with best practices, trends, and regulatory changes in purchasing, procurement, and inventory management.
Attendance & Reliability:
Demonstrates consistent and reliable attendance and punctuality, recognizing the importance of timely purchasing operations in supporting district functions.
Other Duties as Assigned
Perform other duties and responsibilities as assigned to support Business Office operations. QUALIFICATIONS:
Education and Experience
A high school diploma or equivalent is required. A bachelor’s degree in Business Administration, Finance, Accounting, Supply Chain Management, or a related field is preferred. A minimum of three (3) years of experience in purchasing, procurement, inventory management, or a related field is required. Experience working in a K–12 school district or public-sector environment is preferred.
Skills & Abilities
- Demonstrates knowledge of purchasing processed, bidding procedures and vendor relations ? Strong organizational, analytical and problem-solving skills
- Ability to manage multiple priorities while maintaining accuracy and attention to detail ? Proficiency in Microsoft Office applications, data entry and database applications ? Strong customer service and interpersonal skills
- Effective oral and written communication skills
- Ability to interpret policies, contracts, and regulatory requirements
- Knowledge of Iowa public purchasing laws, school finance practices and governmental bidding requirement, preferred
- Experience with inventory contract systems and warehouse coordination
- Ability to work independently and as part of a team
This position requires strict adherence to confidentiality standards and handling of sensitive employee information.