District Purchasing Agent / Legal Assistant

MURFREESBORO CITY SCHOOLS

JOB DESCRIPTION

PURCHASING AGENT / LEGAL ASSISTANT (CONTRACTS)

DEPARTMENT OF ADMINISTRATION

LEGAL DIVISION Revised October 20, 2025

GENERAL JOB DESCRIPTION : This position is responsible for the centralized purchasing and contract management functions of the school district. The employee performs professional work in researching, soliciting, negotiating, and procuring a wide variety of materials, supplies, and services in compliance with applicable state and federal laws, local policies, and Board regulations. The position also provides legal administrative support in the areas of vendor contracts, bid documentation, and record retention, under the supervision of the District's Assistant City Attorney.

CREDENTIALS : Thorough knowledge of purchasing laws and regulations applicable to Tennessee municipal governments and school systems. Thorough knowledge of contract preparation, bid processes, and purchasing documentation. Strong understanding of modern office practices, bookkeeping, and public-sector finance. Familiarity with contract management systems, document control, and vendor compliance.

OTHER QUALIFICATIONS : Demonstrated ability to interpret and apply purchasing statutes, Board policies, and legal requirements. High attention to detail, confidentiality, and accuracy. Proficiency in Microsoft Office (Word, Excel, Outlook, Teams) and comfort with electronic procurement or contract tracking platforms. Ability to communicate effectively with vendors, staff, and administrators, both orally and in writing. Strong organizational and time management skills to balance purchasing and legal administrative duties.

PHYSICAL DEMANDS : The person in this position must have and maintain the intellectual, sensory and motor skills necessary for acceptable performance of duties; must be able to organize thoughts and activities, be able to follow directions and communicate instructions clearly, be emotionally mature and able to cope with stress in various office situations, be able to work in both open and closed office environments, and be able to tolerate interruptions and changes in work assignments. Must also be able to sit or stand for extended periods of time, stoop, bend and file.

PRIMARY DUTIES : This position is primarily responsible for the purchasing functions of the district, while also providing support for contract review, execution, and tracking related to purchases. In compliance with Tennessee law, the majority of the employee's time shall be devoted to purchasing-related functions while also supporting contract administration and legal compliance.

ESSENTIAL JOB FUNCTIONS :

• Initiates the bidding and procurement process, including preparation of specifications, advertisement, evaluation of bids, and recommendation of award in compliance with legal requirements.
• Maintains purchasing records, vendor databases, and State bid information.
• Consults with departments and schools regarding purchasing needs, price trends, and vendor options.
• Ensures compliance with Tennessee purchasing laws (T.C.A. Title 6, Chapter 56 and applicable Board policies).
• Reviews requisitions and purchase orders for accuracy and conformity with approved budgets and policies.
• Identifies opportunities to improve purchasing efficiency, cost control, and vendor accountability.
• Assists with drafting, routing, and tracking district contracts and renewals.
• Reviews vendor contracts for compliance with procurement regulations and Board approval requirements.
• Coordinates with the Legal Department on contract templates, addenda, and document retention.
• Maintains the central repository of executed contracts and assists with responding to records requests.
• Supports legal compliance initiatives related to purchasing and vendor agreements.
• Performs related administrative or research tasks at the direction of the Assistant City Attorney or, as appropriate, the Director of Finance.
• Maintains cooperative and professional relationships with colleagues, administrators, and vendors.
• Performs other duties as assigned to support the efficient functioning of the Finance and Legal Departments.

STAFF RELATIONSHIP : This position works under the direct supervision of the Assistant City Attorney for Murfreesboro City Schools and in coordination with the Director of Finance to ensure compliance with purchasing laws, policies, and procedures.

TERMS OF EMPLOYMENT : Twelve (12) months, salary and benefits set annually. Non-Exempt.

Murfreesboro City Schools does not discriminate on the basis of age, race, color, gender, national origin, disability, religion, genetic information, creed, protected veteran status, or any other characteristic protected by federal, state, or local law in the provision of services, programs, activities, employment opportunities, or benefits.

Murfreesboro City Schools is an Equal Opportunity Employer. Individuals who need reasonable accommodations for the application or hiring process should contact the Human Resources Department for assistance.