Purchasing Clerk

1. Must possess high school diploma or equivalent-preferred.
2. Must possess a background consisting of business office experience and clerical skills.
3. Must have knowledge of Uniform System of Financial Records-Chart of Accounts and Procurement Code-preferred.
4. Must possess two years experience in basic accounting and bookkeeping principles.
5. Must possess knowledge of computer skills and experienced with Visions Enterprise Software-preferred.
6. Ability to meet and work with District employees and the Public.
7. Such Alternatives to the above qualifications as the Board may find acceptable and appropriate.

REPORTS TO: Business Manager

TERM OF EMPLOYMENT: 12 months

JOB GOAL:To assist with administering the business affairs of the District in such a way as to provide the best possible educational services with the financial resources available.

PERFORMANCE RESPONSIBILITIES:

1. Receives, reviews, and processes purchase requisitions, checking for accuracy, completeness and proper authorization.
2. Assist District personnel with determining correct product and/or service to meet a particular need.
3. Prepare seal bids in accordance the USFR procurement code and based on needs of the District.
4. Develop contracts with Cooperative agencies to ensure compliance with procurement practices.
5. Prepare written material for the purpose of documenting activities, providing written references, and conveying

information.

1. Establish a vendor registration process and maintain a District vendor listing by commodities.
2. Assist the District in determining what is advantageous to the District (prices, quality, service, etc.) by systematic selection process.
3. Prepare, print, distribute and file purchase orders.
4. Maintain list of contracts on Sole Source, Yearly Contract Renewals, and Adopted Curriculum.
5. Cooperates with auditors and provides information to them as required.
6. Monitor and make recommendations on going contracts with vendors.
7. Maintain updated vendor file in accounting system.
8. Establish a bid documents including notice to bidders- specifications and form of proposal.
9. Maintain systematic records on bid documents for 5 years.
10. Establish a vendor-District relationship and make recommendation on quality of service received from vendor.
11. Develop forms and establish a system on new vendors and w-9 reporting.
12. Reconcile and verify daily revenues and prepare daily deposits.
13. Recording and posting daily revenues to various District accounts.
14. Report all liability claims to the District's general liability insurance carrier, follow up on claims and ensure the District insurance fund is replenished.
15. Oversee disposal of surplus materials or scrap products in accordance with District disposal processes.
16. Oversee the acquisition, tracking and disposal of all fixed assets, ensuring that all aspects are GASB34 compliant.

1. Ensure the District follows Governing Board Policy, A.R.S, and U.S.F.R.
2. Performs other duties as assigned.

EVALUATION: Performance of this job will be evaluated in accordance with the provision of the Board's policy on Evaluation of Classified Personnel.