Purchasing Specialist

Job Description

DESCRIPTION

Under the direction of the Director of Business Services, performs a variety of duties in support of district purchasing functions; researches best source of supply for quality and price; maintains communications with accounts payable and warehouse functions to resolve problems, queries, product warranty issues, and returns; communicates with vendors to clarify issues and determines status of orders; communicates with District personnel to notify of purchase order status and exchanges information; performs formal bids for goods and services; prepares and delivers notices to media and distributes bid packets to vendors; oversees bid openings, notifies bidders of awards and processes bid documents; prepares lists and reports for Board approval and information related to purchasing and revolving cash fund functions; and performs other related duties as may be assigned.

REPRESENTATIVE DUTIES

• Performs a variety of duties in support of District purchasing functions; receives and verifies accuracy and completeness of requisitions; obtain and clarify additional information as needed. (E)
• Researches best sources of supply for quality and price; maintains a variety of logs, catalog and vendor files and records related to the District's purchasing function; obtain telephone quotes for applicable goods and services. (E)
• Assigns proper codes and account numbers to purchasing documentation; assures the availability of adequate funding and processes for approval; ensures accuracy of requisitions and purchase order documents and maintains appropriate files and logs. (E)
• Distributes purchase order documents and places orders according to established procedures; communicates with vendors to clarify issues and determine status of orders; communicates with District personnel to notify of purchase order status and to exchange information. (E)
• Prepares lists and reports for Board approval and information related to purchasing and revolving cash fund functions; maintains communications with accounts payable and warehouse functions to resolve problems, queries, product warranty issues, and returns. (E)
• Prepares formal bids for goods and services; prepares and delivers notices to media and distributes bid packets to vendors; oversees bid openings, notifies bidders of award of bid and processes related bid documents. (E)
• Coordinates employee transportation and other programs as assigned. Coordinates the travel for student clubs and ASO to include reserving flights, hotels, vehicles, luggage accommodations, and arranging payments as needed.
• Performs other accounting-related duties as assigned, involving telecommunications, student services or other functions.
• Operates a variety of office equipment including a computer terminal, typewriter, calculator, copier, signature machine, fax machine, cash register and paper shredder.
• Performs related duties as may be assigned.

MINIMUM QUALIFICATIONS

EDUCATION AND EXPERIENCE:
Any combination equivalent to: graduation from high school supplemented by course work in accounting or purchasing, and two years increasingly responsible purchasing experience.

KNOWLEDGE OF:

• Purchasing policies and practices.
• Use and processing of requisitions, purchase orders, invoices and related documents. Local vendors and sources of supply.
• Record-keeping techniques.
• Telephone techniques and etiquette.
• Correct English usage, grammar, spelling, punctuation and vocabulary. Interpersonal skills using tact, patience and courtesy.
• Statistical typing and record-keeping.
• Operation of computer and related software.

ABILITY TO:

• Apply policies, practices and terminology used in purchasing supplies and materials for a school district.
• Prepare, review, verify and process purchasing forms and documents.
• Maintain vendor lists, catalogs and brochures.
• Obtain verbal and written price quotations.
• Purchase goods and services in compliance with specifications and financial constraints.
• Add, subtract, multiply and divide quickly and accurately.
• Maintain records and prepare reports.
• Understand and follow oral and written directions.
• Type at an acceptable rate of speed.
• Work independently with little direction.
• Operate a computer terminal, calculator and other office equipment.
• Communicate effectively both orally and in writing.
• Meet schedules and time lines.
• Establish and maintain cooperative and effective working relationships with others.

WORK DIRECTION, LEAD AND SUPERVISORY RESPONSIBILITIES: Not applicable – no permanent full-time staff to supervise.

CONTACTS: Co-workers, other departmental staff, vendors, students and faculty.

PHYSICAL EFFORT: Sitting for extended periods of time. Bending and reaching to retrieve and file records. Light lifting of boxes.

WORKING CONDITIONS: Normal office environment.

OTHER INFORMATION

APPLICATION PROCESS - PLEASE READ

SUPPLEMENTAL INFORMATION It is the responsibility of each applicant to have all the requested documents submitted through NEOGOV by the deadline date in order to continue in the application process for this position.

• Each recruitment is conducted independently from others; therefore, interested parties need to submit separate complete application packages for each position they apply for.
• It is important the applicants submit ALL documents requested for the application package to be deemed complete and given consideration.

This position requires the following documents to be attached to your online application in order to be considered:

• Application
• Current resume
• Letter of Intent (Cover Letter)
• Copy of Transcripts of all degrees and Supplemental Coursework
  + All out of the country, transcripts must be evaluated prior to submitting them with applications.

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