Purchasing Specialist - Career & Technical Education

PRIMARY PURPOSE:

Ensures the efficient operation of the CTE office and assumes clerical and secretarial functions for the director and other staff, including purchase of supplies, equipment, travel, and services to maintain and support ongoing operations of the department, district campuses and CTE programs in accordance with, and in compliance with federal and state guidelines and regulations.

MINIMUM QUALIFICATIONS

Education and Certification Requirements

• High school graduate or GED equivalent
• Valid Texas Driver’s License, a good driving record, and proof of insurance on vehicle used to travel to district
• Candidate must have satisfactory outcome of fingerprinting background check 

Special Knowledge and Skills

• Proficient skill with use of personal computer and software to develop spreadsheets, data bases, scanning, and reporting
• Proficient working knowledge of budgets, grants, and basic accounting principles
• Working knowledge of policy, and state/federal regulations related to purchasing and travel
• Working knowledge of educational software systems, i.e. financial, payroll, student management, etc.
• Effective communication and interpersonal skills (oral and written)
• Strong organizational skills with attention to detail and accuracy
• Strong customer service, ability to work well with a variety of people in a positive and service-oriented manner
• Ability to maintain confidentiality
• Ability to perform basic arithmetic calculations
• Ability to multi-task, problem solve, and work in a fast-paced environment 

Experience:

• Minimum of three (3) years purchasing and/or financial processes experience, two (2) years clerical experience, and one (1) year basic bookkeeping experience 

MAJOR RESPONSIBILITIES AND DUTIES:

(The following statements describe the general purpose and responsibilities assigned and should not be construed as an exhaustive list of all responsibilities, skills, efforts, or working conditions that may be assigned or skills that may be required.) 

• Performs assigned clerical, secretarial and accounting tasks under the supervision of the CTE Director; and in the absence of the administrator, operates an efficient office
• Answer incoming calls and handle questions and requests that fall within level of responsibility
• Effectively communicates with staff, colleagues, community members, and parents
• Maintain and schedule meetings and appointments as required
• Assist in setting up and facilitating professional development/training activities for CTE Department
• Performs routine open/close filing; maintain and categorize files including cross filing; maintains TEA required records for compliance and audit purposes
• Collects, compiles, prepares, and composes reports, letters, memos, and all other correspondence for the CTE Department
• Administer CTE budget funds, balances all accounts, and prepares end-of-month financial reports
• Coordinates and maintains records for all CTE staff, teachers, and student travel needs and expenditures
• Compile pertinent data to prepare various required state and local reports; maintain TEA required records for compliance, audit, and/or accountability purposes
• Create data files, charts, powerpoints and graphs as necessary
• Ensures compliance with local, state and federal purchasing and budget guidelines
• Assist director and CTE teachers with obtaining quotes for equipment requests in accordance with District and federal purchasing/procurement policies and procedures
• Reviews and balances grant budgets from monthly report, assists director with annual budget
• Administers the CTE Student Scholarship program; reconciles fund bank accounts, coordinates all the activities, applications, and other paperwork; plan and coordinate the end-of-year awards ceremony
• Prepares, inputs, and tracks all program inventories in the TIPS Web System; prepares year-end reports, and ensures records for federal compliance and audit purposes
• Provide back-up support in the absence of any district office CTE staff.
• Perform other duties as assigned, based on department needs 
• Must complete designated district technology proficiencies each year
• Requires a basic knowledge of technology/computer skills
• Ability to use personal computer to access district programs, emails, and other resources
• Maintain a consistent professional demeanor and appearance
• Ensure compliance with the Texas Educator’s Code of Ethics
• Daily attendance and punctuality at work are essential functions of the job

Supervisory Responsibilities: 

N/A

Equipment Used: 

• Office equipment – personal computer, printer, calculator, multi-line telephone, software programs and peripherals, copier, fax, and other equipment applicable to position 

Mental Demands:

• Ability to read, concentrate, communicate (verbally and written), interpret, reason, understand verbal instructions, memorize, coordinate, compile, compute
• Work with frequent interruptions and maintain emotional control under stress 

Physical Demands:

• Frequent: Sitting, standing, walking, climbing stairs and/or ramps, balancing, stooping, kneeling, crouching, crawling, pulling, pushing, reaching, repetitive hand motions, hearing, speaking clearly, visual acuity, distinguishing colors, driving, traveling
• Occasional: Lifting, moderate, 15-44 pounds

Environmental Factors:

• Frequent exposure to temperature extremes (hot and cold), humidity extremes, noise, low or intense illumination, vibration
• Occasional exposure to biological hazards (communicable diseases, bacteria, insects, mold, fungi, etc.)
• Work alone, work prolonged or irregular hours

Nondiscrimination Statement:

The Judson School District considers applicants for all positions without regard to race, color, national origin, age, religion, sex, marital or veteran status, the presence of a medical condition, disability, or any other legally protected status.

Salary : $24