Administration Office-Purchasing Specialist

Silver Consolidated Schools

Job Description

The SCSD is an EEOC employer

Position:                                             Purchasing Specialist

Supervisor:                                         Finance Director      

General Job Description:  The bookkeeper for purchasing is responsible for processing purchase orders for payment according to established procedures. The Purchasing Specialist will also investigate all unpaid purchase orders and vendor statements to ensure accurate and timely payments.

Essential Duties and Responsibilities:

1. Work cooperatively with colleagues, supervisors, and administrators.
2. Demonstrate ethical behavior.
3. Engage in self-development.
4. Follow District policies and administrative rules and regulations.
5. Maintain behavior appropriate to performing and accomplishing assigned duties.
6. Know what to do to successfully complete assigned work.
7. Project an over-all concern for personal appearance as it relates to job performance.
8. Process purchase orders according to established procedures in a timely manner.
9. Responsible for the various communications relevant to the accounts handled.
10. Maintain a file system for each department, for their purchase orders, invoices, paid purchases orders, and computer print-outs.
11. Match reconciled invoices and statements to purchase orders and if complete, work-up for payment.
12. Work-up invoices checking for previous payments, receiving, account numbers, freight and tax charges, purchase order, dates, secondary approvals, discounts, and detailed purchases.
13. Must maintain records of all contracts for the district making sure they follow procurement rules and statutes.
14. Purchasing Specialist must know how to complete competitive RFP’s and Bids and proposals as per state statutes and guidelines.
15. Purchasing Specialist must maintain accurate and thorough procurement records
16. Process Open PO lists and close purchase orders as requested.
17. Work Purchase Order file on a weekly basis to check for old PO’s waiting for receipts or closure.
18. Must collect and reconcile receipts for the district procurement cards and process payments timely.
19. Maintains a close working relationship with school secretaries and assists them any way possible to ensure that all purchases are cost effective and of good quality.
20. Must work with accounts payable on fixed assets and help maintain and balance the fixed assets to general ledger monthly. Also responsible for annual fixed asset reporting for audit purposes.

Additional Duties and Responsibilities:

1. Contribute to the welfare and effectiveness of the administration office by adhering to high ethical standards of performance and interpersonal relationships.
2. Box up all department procurement documents and move them at the end of the year.
3. Create new files at the beginning of new year.
4. Other tasks as may be deemed appropriate and necessary by the immediate supervisor, the principal and/or the Superintendent.

Qualifications:

1. High school diploma or GED.
2. Demonstrated knowledge of basic office procedures, basic accounting, typing, keyboarding, and 10-key calculator.
3. Experience as a secretary with emphasis in purchasing and/or accounts payable.
4. Demonstrates knowledge or experience in financial management software.
5. Demonstrate effective and stable interpersonal relationship with public and staff.
6. Must attain and maintain CPO certification required by state of New Mexico.
7. Such alternatives to the above qualifications as the Superintendent may find appropriate and acceptable.

Physical Requirements:

Sitting, standing, lifting, and carrying (up to 50 pounds), climbing stairs, reaching, squatting, kneeling and moving light furniture may be required. Prolonged typing, sitting, working on a computer terminal, physical ability to type on a keyboard terminal, and adding machine.

Equipment/Material Handled:

Must know how to properly operate, or be willing to learn to operate, all multimedia equipment including current technology.

Work Environment:

Must be able to work within various degrees of noise, temperature, and air quality. Flexibility and patience are required. Must be self-motivated and able to complete job assignments without direct supervision. Must be able to work under stressful conditions.

Terms of Employment:

• Contract Days
• Salary
• Benefits Available