What are the responsibilities and job description for the Secretary, Director Purchasing position at McAllen Independent School District?
PRIMARY PURPOSE:
Assist in the general operations of the Purchasing Services office to ensure that normal daily support operations of the District are accurately and timely executed to provide equitable learning opportunities for all students.
QUALIFICATIONS:
Education/Certification:
High School Diploma or equivalent, required
Special Knowledge/Skills:
Knowledge of word processing, spreadsheets, and database software
Experience:
Two (2) years in secretarial position in a public entity, preferred
Workdays: 226
Clerical/Technical Pay Structure: Pay Grade 5
Pay Date: Monthly
Hourly Pay Range:
Minimum: $19.00
Midpoint: $22.76
Maximum: $26.52
Note: Starting pay for a new hire in a pay range plan will be determined individually based on each person's job-related experience and salaries paid to peer employees in the same position with similar experience.
MAJOR RESPONSIBILITIES AND DUTIES/ESSENTIAL FUNCTIONS:
- Responsible for the payroll processing and time and attendance records for the department.
- Performs budget entry, processes budget amendments, purchase orders and payment of invoices for the department.
- Assist in the preparation of bids, quotes, proposal, folders, and newspaper advertisements.
- Receives, reviews, and determines compliance with requirements of bids or proposals.
- Schedules, receives, and reviews, board agenda titles and items.
- Reviews Purchase Order Requests, as necessary.
- Processes and logs all contractor criminal background checks related to Senate Bill 9.
- Maintains up-to-date vendor relationships and customer service with vendors and end-users.
- Responsible for adding new vendors to the online system and processing updates.
- Assist in the preparation of the Administrative Procedures Manual for Business Services and Purchasing Services.
- Maintain a schedule of appointments, bid openings, and conferences.
- Maintain and establish files on contracts for the department.
- Receives and processes Open Records requests.
- Prepare correspondence and other written communications and route them properly.
- Prepare the travel arrangements for Purchasing Staff.
- Promptly respond to routine inquiries and requests from Administration, Campuses, and vendors.
- Exercise good telephone etiquette, takes reliable messages, and routes calls to appropriate staff.
- Gather and research for information and ensure confidentiality when required.
- Follow McAllen ISD customer service standards.
- Perform other duties assigned by immediate supervisor (primary evaluator).
SUPERVISORY RESPONSIBILITIES:
None
EQUIPMENT USED:
Computer, printer, adding machine, calculator, multiline phone system, copier, fax machine.
WORKING CONDITIONS:
Mental Demands:
Maintain emotional control under stress, Work with frequent interruptions.
Physical Demands/Environmental Factors:
Moderate lifting under 50 pounds; sitting, standing, walking, stooping, kneeling, repetitive hand motions, hearing, speech, visual acuity.