Finance Specialist - Procurement

TITLE:      Finance Specialist - Procurement

QUALIFICATIONS:    

• High School Diploma or equivalent. Bachelor’s degree preferred.

• Three years of recent, progressively responsible experience in public school district purchasing. A bachelor’s degree and/or coursework in purchasing, business administration, and accounting or in a related field may substitute for experience.

• Work experience in cost estimating or accounting preferred.

• Organized, good time management, and attention to details.

• Self-motivated and customer service oriented.

• Must be computer literate and proficient in Microsoft Office (Microsoft Word, Microsoft Excel, and Outlook for emails).   

• Working knowledge of Visions, QuickBooks, and AZPurchasing.com helpful but not required.

• Good written and verbal communication skills.

REPORTS TO:        

Executive Director of Business Services

JOB GOAL: 

Under minimal direct supervision, successful candidate oversees, manages, and is directly involved in the purchases of supplies, materials, furniture, equipment, and services for the District; prepares bid documents, perform the technical functions of the buying process; and maintains purchasing data and records. 

ESSENTIAL FUNCTIONS/PERFORMANCE RESPONSIBILITIES:

• Reviews all requisitions for procurement of purchases (pricing, contracts, thresholds, etc.).

• Researches available contracts & products for staff and administrators.

• Enters all district wide requisitions for essential services such as electricity, water, fuel, construction, and major purchases.

• Distributes all signed purchase orders.

• Maintains vendor database, W-9’s, and Certificates of Insurance.

• Research bid prices and contract discrepancies.

• Design and conduct procurement training workshops for staff.

• Prepare formal solicitations and request for written quotes.

• Maintain all aspects of the P-Card program.

• Accounts receivable activity.

• Enters all Flexible Spending Accounts (FSA) and Child Nutrition Services (CNS) deposits and debits into QuickBooks.

• Opens and distributes all Business Office mail.

• Coordinates merchandise returns.

• Maintains business office supplies and orders.

• Assists with audit preparation and responds to audit requests regarding procurement.

• Prepares 1099’s at year-end.

• Manages property, casualty, and liability claims in the district.

• Maintains inventory system with fixed assets, prepares asset disposal list as needed and prepares annual financial reporting on capital assets reconciliation

• Manages facilities rental agreements, invoicing, depositing fees collected

• Assists in entering school facilities board building renewal grant records

• Performs other duties as assigned.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit and use hands to finger, handle, or feel objects, tools, or controls. Must be able to utilize basic office equipment.  The employee is occasionally required to walk.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The noise level in the work environment is usually moderate.

TERMS OF EMPLOYMENT:

 Twelve months, beginning salary Grade Five on the Classified Hourly Salary Placement Schedule. Employee benefits in accordance with Board policies.

EVALUATION:

 Performance of this job will be evaluated in accordance with Board policy regarding Evaluation of Support Staff.