What are the responsibilities and job description for the Purchasing Clerk position at Oakmont Administrative Building?
The Purchasing Clerk performs responsible clerical and administrative work in support of the school district’s purchasing and accounts payable functions. The employee is responsible for processing purchase requisitions and purchase orders, maintaining purchasing records, communicating with vendors and district staff, and ensuring compliance with Board policy, Pennsylvania School Code requirements, and applicable procurement regulations. Work is performed with accuracy, confidentiality, and attention to deadlines under the supervision of the Assistant Business Manager or Director of Business & Operations.
Primary Duties:
- Process and review purchase requisitions for completeness, accuracy, budget availability, and compliance with district purchasing procedures using the financial management system.
- Collaborates with building and department staff to implement standardized purchasing practices and promote efficient use of approved procurement systems and vendors.
- Recommends and supports process improvements designed to streamline vendor management, limit unnecessary vendor additions, improve purchasing efficiency, and maximize the use of the district’s procurement software and shopping cart features for competitive pricing and standardization.
- Obtain price quotations from vendors and assist with informal and formal bid processes in accordance with Pennsylvania public school purchasing requirements.
- Work collaboratively with the accounts payable department to ensure timely and accurate payment processing.
- Maintain purchasing files, vendor records, contracts, and related documentation in accordance with district record retention requirements.
- Sets up new vendors in the financial management system and maintains W-9 documentation.
- Prepare and process annual IRS Form 1099s in accordance with federal reporting requirements in coordination with the Assistant Business Manager.
- Maintain confidentiality of financial, personnel, and student-related information.
- Perform other duties as assigned by the Assistant Business Manager or Director of Business & Operations.
Qualifications:
- High School diploma, with a background in bookkeeping and/or accounting preferred.
- Strong clerical and organization skills with the ability to meet deadlines and maintain confidentiality.
- Effective communication skills.
- Proficient computer skills including Microsoft Excel and Word.
- Good interpersonal skills with the ability to communicate with vendors, staff and community.
- Knowledge of public-sector or school district purchasing practices preferred.
Terms of Employment:
* 12 months, 7.5 hours per day (8:00 am to 4:00 pm with 30 minute unpaid lunch).
* $26.95 per hour after successful probationary period.
**As necessary, a separate email will be sent with a link and access code to comply with the Act 168 Sexual Misconduct/Abuse Disclosure release forms. If applicable, you will have to provide email addresses for both current and prior employers.