District staff and union raise concerns as purchasing tasks shift to school secretaries; board approves lead-buyer job description

Angela Reed, representing the Chula Vista Classified Employees Organization, told the Chula Vista Elementary School District board that recent changes to the district purchasing process have shifted many tasks to school secretaries and created a heavier, more error-prone workload. “They are now doing what feels like a full time job in purchasing, accounting, and inventory management,” Reed said during oral communications.

The union asked the board to return vendor primary contact responsibilities to the district purchasing office so secretaries can focus on front-office duties. The concern resurfaced during the consent-calendar discussion of new and revised job descriptions, when staff pulled item 10C to correct and clarify text about a proposed lead-buyer role.

District staff and department managers described the lead-buyer post as a centralized role to preserve bulk purchasing savings and provide training and oversight as site staff take on more ordering responsibility. Mark Pong, who the board identified as the Director of Purchasing, Warehouse and Publications, told trustees the lead buyer “reports to the director of purchasing, warehouse and publications” and will train site staff and oversee large purchases and warehouse distribution.

Trustees asked for two clarifications before voting: that the job description show the supervisor relationship and that the fiscal impact be listed correctly. Staff said the position carries a small annual fiscal impact (staff stated about $8,600 annually). The board approved the consent-calendar item that included the updated job description and related documents; Trustee Dominguez Cervantes moved the item and Vice President DeMaio seconded. The motion carried unanimously.

Trustees and staff said the district will keep site secretaries responsible for placing many orders while the lead buyer aims to secure best pricing on bulk items, maintain warehouse inventory and provide training and oversight at school sites. Jason Romero, the district's safety and facilities staff lead, and Superintendent Dr. Reyes both described plans to work with the classified union on implementation and training.

Board members who pressed staff during the discussion said they want follow-up reporting on whether the training and new controls reduce errors and workload at school offices. Staff also said the lead buyer will visit sites and offer hands‑on training to secretaries and custodians who handle receiving and packing slips.

The board vote was procedural: the item was pulled for staff corrections and then approved with the corrected fiscal note and the clarified reporting line. Trustees who asked for follow‑up requested reports back on how the site‑level rollout affects order accuracy and workload.