Purchasing Technician

Jeffco Public Schools (Jeffco) is located in Jefferson County, Colorado. It is the second largest school district in Colorado serving 69,000 students across 155 schools. With 14,000 employees, the district is the largest employer in Jefferson County and has provided educational excellence for more than 70 years.

Jeffco embraces the spirit of the West and the natural beauty of the Rocky Mountain region with the county spanning more than 770 square miles running the length of the western edge of the Denver metropolitan area. The district is diverse in both population and geography, from urban to rural, including the mountain communities in the foothills west of Denver.

Overall, Jeffco has 31% of students that qualify for free and reduced lunch, an indicator of poverty, and 34% minority (25% Hispanic) student population. The district is implementing a new strategic plan, Jeffco Thrives 2025 that is focused on providing a world-class education that prepares all Jeffco students for bright and successful futures as local and global citizens. Come join us!

Jeffco Public Schools is a Single-State Employer. All candidates hired by Jeffco Public Schools must reside within the state of Colorado.

Effectively communicate essential information to schools, departments, District management and vendors. Provide daily support for operations of the Purchasing Department; maintain confidential contract and bid files; organize and maintain other records and documentation; p-card support; and database and website. Respond to purchasing inquires; prepare and deliver communications and reports; support Director, Purchasing; Assistant Purchasing Director; Purchasing Manager; Purchasing Agents; Buyers; Purchasing Analyst; and P-card Program Specialist. Serve as liaison for District and business community, research and expedite purchase orders for schools and department. Has designated signing authority up to $25,000 for orders and p-card purchases.

Tech - Buyer
Monthly Position
FLSA: Nonexempt
FTE: 1.00000 , Hours/Day: 8.000 , Days/Year: 246
Salary Plan, Grade, Step: CSE - Class Emp-246 / 1.FTE , R22, 1
Pay Range: $27.45 - $35.05 Effective as of: 08-16-2024

Compensation schedules for Jeffco Schools can be found here. Starting salary for non-licensed roles is based on the candidate's relevant work experience and education. Additional considerations may be given for job-specific certifications and skills. Applicants should submit all relevant and verifiable education, training and work experiences at the time of application. Starting Salary for licensed educators is based on the step and lane schedule found here.

The successful new hire or rehired candidate will be responsible to complete and incur the fingerprinting and processing fee of $54.50 through an appropriate fingerprinting vendor and the Colorado Bureau of Investigation, within 48 hours of offer acceptance.

SUMMARY: Effectively communicate essential information to schools, departments, District management and vendors. Provide daily support for operations of the Purchasing Department; maintain confidential contract and bid files; organize and maintain other records and documentation; p-card support; and database and website. Respond to purchasing inquires; prepare and deliver communications and reports; support Director, Purchasing; Assistant Purchasing Director; Purchasing Manager; Purchasing Agents; Buyers; Purchasing Analyst; and P-card Program Specialist. Serve as liaison for District and business community, research and expedite purchase orders for schools and department. Has designated signing authority up to $25,000 for orders and p-card purchases.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

Assist technical and support staff with purchasing procedures and serve as liaison to schools, departments and vendors to provide guidance and input on procurement decisions. Advise schools and departments on policies and procedures.

Facilitate the use of the PeopleSoft financial system for purchasing activities. Build confidence and trust with schools and departments by providing training, explanation, and guidance with an honest and accurate response to questions and concerns.

Purchase routine products for schools and departments. Responsible for preparing and soliciting Request for Quote.

Prepare bid tabulations on invitations for bids and request for proposals received from Buyers and Purchasing Agents; review bids received from vendors for correctness; calculate discounts; review delivery conditions and products offered in order to insure proper quality and advantageous price; identify lowest bidder; and make recommendations relative to the awarding of solicitations.

Prepare bid tabs; scan documents; and maintain document files for public inspection and auditing purposes. Preserve and protect confidentiality of designated parts of bids.

Receive, review and process purchase requisitions, purchase orders, procurement card transactions and contracts for District schools and departments.

Support and assist in resolution with routine p-card issues. Assist with creating p-card online trainings, consequences guidelines, and p-card forms. Perform p-card posting to general ledger. Perform p-card quality assurance reviews.

Consult with schools and departments to clarify their needs; follow up on delivery of orders placed; resolve problems concerning damaged goods, failure to deliver on time or incorrect merchandise; resolve problems in billing and payment and assist in expediting payment; review standing purchase orders for types and quantity of usage; provide data to Purchasing Management, Purchasing Agents and Buyers for further evaluation.

Identify and contact prospective vendors to obtain price and availability data and coordinate purchasing details with vendor, including pricing revisions, order cancellations, discontinued items, acceptable substitutes, delivery date revisions, and invoice discrepancies.

Assist in collecting and analyzing data for solicitations as needed and analyze bids and prepare status or statistical reports.

Maintain databases including master vendor lists; set up new vendors in PeopleSoft; bid and contract files; correspondence; and item catalog in PeopleSoft. Maintain department ETAP and software licensing inventory. Collect and update vendor W-9 information.

Support activities of Purchasing Management, Purchasing Agents, Buyers, Purchasing Analyst and P-card Program Specialist including support staff, organizational, customer and vendor relations.

Assist Purchasing Agents and Buyers in generating "Request for Proposal" (RFP), Invitation for bids and request for quotes; fax and phone quotes as requested for the procurement of goods and services.

Compose correspondence independently or in accordance with general direction; prepare a variety of materials including letters, solicitation documents, contracts, forms, reports, memoranda from templates, rough drafts, copy, or oral instruction;

Answer telephone and greet visitors, accept and log competitive solicitations.

Position may review and approve time entry for payroll.

Perform other duties as assigned.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION AND TRAINING: High school diploma/GED required, plus post-secondary course work from a recognized business, vocational/community college, or work experience.

EXPERIENCE: 2-3 years' experience in Purchasing, Warehouse or Accounting and 2 years' experience in office administration, and automated financial management systems. Higher degree may substitute for work experience.

SKILLS, KNOWLEDGE, & EQUIPMENT: Requires excellent communication and interpersonal skills, written and verbal skills. Must have basic computer and software skills (Microsoft Office - Word/Excel/Power Point/Access/Google Chrome), Internet, e-mail and general office equipment at time of hire. Requires PeopleSoft financials and other financial management systems (ERP) within 3 months of hire and prefer person to be CPPB Certified at time of hire. Knowledge of basic purchasing processes, terminology and practices. May be required to take the District Skills Assessment Test as part of the application process.

CERTIFICATES, LICENSES, & REGISTRATIONS: None required, but CPPB preferred.

SUPERVISION/TECHNICAL RESPONSIBILITY: This job has no supervisory responsibilities. Position serves as technical resource to Accounts Payable, Grants, Accounting, schools and departments (particularly Financial Secretaries), vendors and the general public. Responsible for concerns and problem solving as it relates to the Purchasing Department.

CONTACTS: This position requires daily contact with persons in same work unit/building, other departments/buildings, and vendors to negotiate controversial and/or confidential matters. Weekly contact with the general public and citizen/public organizations (RMGPA and CEPC) to resolve problems or settle matters

SAFETY TO SELF AND OTHERS: Medium exposure to self to repetitive motion/stress due to extensive key boarding. Medium/low exposure to bruises and cuts due to typical minor office environment accidents.

The physical demands, work environment factors, and mental functions 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.

PHYSICAL DEMANDS: While performing the duties of this job, the employee is regularly required to sit and use hands to finger, handle, or feel, reach with hands and arms, talk and hear. The employee frequently is required to sit. The employee is occasionally required to stand, walk, climb or balance, stoop, knee, or crouch. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close and distance vision.

WORK ENVIRONMENT: Noise level is usually moderate.

MENTAL FUNCTIONS: While performing the duties of this job, the employee is regularly required to communicate coordinate, instruct, and use interpersonal skills. The employee is frequently required compare, analyze, compute, evaluate, and negotiate. The employee is occasionally required to copy, synthesize, and compile.

JUDGMENT AND DECISION MAKING: Works is assigned by Purchasing Management, Purchasing Analyst, Purchasing Agent and Buyers. Receive requisitions from buyers, identify appropriate vendor source, negotiate price, delivery and verify specifications. Place orders with selected vendors on transactions up to $25,000.00. When expediting orders (late returns, shipments, incorrect pricing), independently negotiate and correct order problem with vendor. Cancel and reorder materials when necessary. Work is guided by District policies, State and Federal laws, and department procedures. Decision making requires collaboration with Buyers, Accounts Payable, vendors and schools/departments. Errors in decision making could result in confusion and diminished success of the Purchasing functionality, which is directly linked to the strategic plan and District goals. Errors could negatively impact the reputation of the department. The purchasing process will influence the attitude of the schools, departments, Jefferson County residents and surrounding communities.

DIVERSITY OF DUTIES: The duties of this position will require the abilities to assist technical and office personnel with procedures related to purchasing, and serves as a liaison to schools, departments and vendors regarding procurement decisions. A level of job crossover on a daily basis will extend across the District.

Jeffco Salary Schedules

Jeffco Benefits

The Jefferson County School District does not discriminate on the basis of disability, race, color, creed, religion, national origin, age, sexual orientation, marital status, political affiliation, pregnancy, or gender.