Job Details
Job Title: Specialist - Purchasing
Wage/Hour Status: Nonexempt
Reports to: Director of Purchasing
Pay Grade: Para / Clerical PG 7
Dept./School: Business Office, Administration
Date Revised: 05/07/2024
Work Days Scheduled: 226
Primary Purpose: Assist in the procurement of material and equipment for the district. Work under supervision as needed and follow established purchasing procedures to process bids and purchase orders.
Qualifications:
Education/Certification:
High school diploma
Special Knowledge/Skills:
Knowledge of procedures for purchasing and invoicing supplies and equipment
Ability to work with numbers in an accurate and rapid manner
Ability to analyze and organize a complex filing system of bid-related documentation
Proficient keyboarding and file maintenance skills
Ability to use personal computer and software to develop spreadsheets, databases, and word processing
Effective communication and interpersonal skills
Ensure district is in compliance with State and Federal procurement laws (including EDGAR)
Maintain Bond files, including all construction projects
Experience:
Two years clerical and accounting experience
Major Responsibilities and Duties:
Purchasing
- Process bids and purchase orders as directed and in accordance with established procedures.
- Assist with the preparation of bidding documents, including notice and instruction to bidders, specifications, and proposal forms.
- Assist staff in preparing purchase orders, verifying available funds and authorizations before purchase, and maintaining accounts.
- Contact vendors to check on supply and equipment availability, invoices, purchase orders, contracts, and other issues as directed.
- Detects and resolves problems with incorrect orders, invoices, and shipments.
Clerical- Prepare and maintain vendor databases and bidder lists.
- Prepare correspondence, forms, manuals, reports, purchase orders, and payment authorizations using a personal computer.
- Compile, maintain, and file all reports, and other documents as required.
Other- Follow district safety protocols and emergency procedures.
General Employee Requirements:- Quality of Work - complete assignments meeting quality standards, to include accuracy, neatness, thoroughness and adherence to standards and safety rules.
- Quantity of Work - demonstrate the ability to manage several responsibilities simultaneously, perform work in a productive and timely manner, and meet work schedules.
- Work Habits - display a positive, cooperative attitude toward work assignments, working diligently to accomplish tasks assigned.
- Communication - communicate in a positive manner with others, to include listening and responding appropriately, expressing ideas orally and in writing in a manner that helps build a positive climate for the organization.
- Dependability - adhere to time frames, monitor projects and exercise follow-through, be on time for meetings and appointments, and respond appropriately to instructions and procedures.
- Cooperation - work well with co-workers and supervisors as a contributing team member, demonstrate consideration of and maintain rapport with others, and help others willingly.
- Initiative - seek and assume greater responsibility, monitor projects independently as required, and follow through appropriately.
- Adaptability - adjust well to any change in duties, procedures, supervisors or work environment, accept new ideas and approaches to work, and respond appropriately to constructive criticism and suggestions for work improvement.
- Judgment - effectively analyze problems, determine appropriate action for solutions, and use logical thinking to exhibit timely and decisive action.
- Attendance - attend work on a consistent basis, taking care to consider the use and number of absences in accordance with policy so that the organization is not negatively impacted.
- Punctuality - arrive to work and depart from work according to department and district requirements.
Supervisory Responsibilities:None.
Equipment Used:Personal computer, printer, fax machine, copier, scanner and calculator.
Working Conditions:Mental Demands/Physical Demands/Environmental Factors:Repetitive hand motions; prolonged use of computer.
The foregoing statements describe the general purpose and responsibilities assigned to this job and are not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.
*Applicants for all positions are considered without regard to race, color, sex (including pregnancy, sexual orientation, or gender identity), national origin, religion, age, disability, genetic information, veteran or military status, or any other legally protected status. Additionally, the district does not discriminate against an applicant who acts to oppose such discrimination or participates in the investigation of a complaint related to a discriminating employment practice.
In accordance with Title IX, the district does not discriminate on the basis of sex and is required not to discriminate on the basis of sex in its educational programs or activities. The requirement not to discriminate extends to employment. Inquiries about the application of Title IX may be referred to the district's Title IX coordinator, to the Assistant Secretary for Civil Rights of the Department of Education, or both.