Job Title: Specialist - Purchasing

Wage/Hour Status: Nonexempt

Reports to: Director of Purchasing

Pay Grade: CP 7

Dept./School: Business Office, Administration

Work Days Scheduled: 226

Primary Purpose:  Assist in the procurement of material and equipment for the district. Work under supervision as needed and follow established purchasing procedures to process bids and purchase orders.

Qualifications:

Education/Certification:

High school diploma 

Special Knowledge/Skills:

Knowledge of procedures for purchasing and invoicing supplies and equipment

Ability to work with numbers in an accurate and rapid manner

Ability to analyze and organize a complex filing system of bid-related documentation

Proficient keyboarding and file maintenance skills

Ability to use personal computer and software to develop spreadsheets, databases, and word processing

Effective communication and interpersonal skills

Ensure district is in compliance with State and Federal procurement laws (including EDGAR)

Experience:

Two years clerical and accounting experience

Major Responsibilities and Duties:

Purchasing

1. Requisition Review: Audit purchase requisitions for accuracy, appropriate account coding, commodity coding, and mathematical precision.
2. Order Management: Approve, generate, and distribute purchase orders (POs) to vendors and appropriate staff.
3. Transaction Processing: Process bids, requisitions, credit card (purchasing cards & travel cards) transactions, and check requests according to established district protocols.
4. Problem Resolution: Actively detect and resolve discrepancies regarding incorrect orders, invoices, and shipments.
5. Document Preparation: Assist in drafting formal bidding documents, including legal notices, instructions to bidders, technical specifications, and proposal forms.
6. Cooperative Purchasing: Maintain and optimize district memberships in local and state purchasing cooperatives to ensure best-value procurement.
7. Vendor Relations: Serve as the primary point of contact for vendors to register as a district vendor, verify profile accuracy, and manage contract compliance.
8. Regulatory Alignment: Stay current on and ensure strict adherence to the Texas Education Code, Board Policy (CH Local/Legal), and federal regulations (i.e. EDGAR).
9. Data Analysis: Compile and organize data to assist in the preparation of monthly, quarterly, and annual financial or procurement reports.
10. Audit Readiness: Maintain organized records of all purchasing activities to support internal and external audits.
11. Staff Guidance: Provide technical assistance to district staff regarding the procurement process, fund availability, and proper account maintenance.

Clerical

1. Organize and manage daily workflow and routine clerical activities within the purchasing department.
2. Prepare and maintain vendor databases and bidder lists.
3. Prepare correspondence, forms, manuals, reports, purchase orders, and payment authorizations.
4. Compile, maintain, and file all reports, and other documents as required.

Other

1. Follow district safety protocols and emergency procedures.
2. Demonstrate behavior that is professional, ethical, responsible, and serve as a role model for all district staff.
3. Ensure confidentiality of information.
4. Perform all other duties and responsibilities as assigned.

General Employee Requirements:

• Quality of Work – complete assignments meeting quality standards, to include accuracy, neatness, thoroughness and adherence to standards and safety rules.
• Quantity of Work – demonstrate the ability to manage several responsibilities simultaneously, perform work in a productive and timely manner, and meet work schedules.
• Work Habits – display a positive, cooperative attitude toward work assignments, working diligently to accomplish tasks assigned.
• Communication – communicate in a positive manner with others, to include listening and responding appropriately, expressing ideas orally and in writing in a manner that helps build a positive climate for the organization.
• Dependability – adhere to time frames, monitor projects and exercise follow-through, be on time for meetings and appointments, and respond appropriately to instructions and procedures.
• Cooperation – work well with co-workers and supervisors as a contributing team member, demonstrate consideration of and maintain rapport with others, and help others willingly.  
• Initiative – seek and assume greater responsibility, monitor projects independently as required, and follow through appropriately.
• Adaptability – adjust well to any change in duties, procedures, supervisors or work environment, accept new ideas and approaches to work, and respond appropriately to constructive criticism and suggestions for work improvement.
• Judgment – effectively analyze problems, determine appropriate action for solutions, and use logical thinking to exhibit timely and decisive action.
• Attendance – attend work on a consistent basis, taking care to consider the use and number of absences in accordance with policy so that the organization is not negatively impacted.
• Punctuality – arrive to work and depart from work according to department and district requirements.

Supervisory Responsibilities:

None.

Equipment Used:

Personal computer, printer, fax machine, copier, scanner and calculator.

Working Conditions:

Mental Demands/Physical Demands/Environmental Factors:

Repetitive hand motions; prolonged use of computer.

Salary : $24 - $33