Finance - Purchasing Specialist

Finance – Purchasing Specialist
The Finance – Purchasing Specialist plays a vital role in supporting the district’s financial operations. This position manages purchasing, reconciliations, State, Local and Federal bookkeeping, School Nutrition financial processes, and asset tracking. This is a hands-on role requiring strong attention to detail, organization, and the ability to manage multiple financial functions efficiently and accurately.

Essential Responsibilities:

Purchasing & Procurement
• Prepare and process purchase orders in accordance with district policy
• Enter and transmit all purchase orders to vendors
• Maintain vendor files and documentation
• Match invoices to purchase orders and prepare documentation for payment
• Track individual school purchase orders
• Manage oil bids, ordering, and vendor coordination
• Order district office supplies

Financial & Fund Management
• Manage cash for State, Federal, and School Nutrition funds
• Reconcile State, Local, STIFF, Capital Outlay, and School Nutrition bank accounts
• Manage Federal Programs (BUD/LBAAS)
• Process School Nutrition deposits (excluding School $)
• Prepare School Nutrition reimbursement documentation
• Manage School Nutrition food and supply transfers

Reporting & Compliance
• Prepare quarterly HUB reports
• Complete required monthly, quarterly, semi-annual, and annual reports for School Nutrition
• Ensure compliance with district, state, and federal guidelines

Credit Card & Gas Card Management
• Track and reconcile gas card usage
• Distribute and track district credit cards
• Prepare gas card and credit card statements for payment

Asset & Inventory Management
• Maintain asset tracking and reporting
• Coordinate radio repair and inventory
• Ensure all schools submit year-end inventories
• Maintain maintenance billing records

Qualifications
• Experience in bookkeeping, purchasing, or governmental accounting preferred
• Knowledge of federal and state fund accounting procedures preferred
• Strong organizational and reconciliation skills
• Proficiency in financial software and Microsoft Excel
• Ability to maintain confidentiality and meet deadlines
Skills & Competencies
• Strong attention to detail and accuracy
• Ability to manage multiple priorities
• Effective communication and collaboration skills
• Ability to interpret policies and financial regulations
Work Environment
• Office-based district setting
• Frequent interaction with district staff and vendors
• Standard district office hours
• Attend district or state training as required, occasionally overnight
Physical Requirements
• Ability to sit or stand for extended periods
• Ability to lift up to 25 pounds occasionally

Terms of Employment: 12-month position
Reports To: Financial Officer