Procurement Clerk (8 hours/260 days)

Position Title: Procurement Clerk

Department: Procurement and Warehousing

Reports To: Director of Procurement and Warehouse Services

FLSA Status: Non-Exempt

SUMMARY:

Provides administrative services and accurate record keeping for Procurement Department. Responsible for communicating information, problem solving and contributing to the efficiency of the office by providing necessary information to internal and external customers.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Processes and prints warehouse requisitions daily.
• Posts and prints warehouse requisitions for items that are on backorder.
• Assists schools and departments with questions concerning procurement, purchase orders and warehouse orders.
• Scans all correspondence to purchase orders, quotes, bids and proposals.
• Maintains and updates the Department’s web page.
• Trains new bookkeepers on district financial software.
• Enters Vendor Registration and makes changes to vendor information.
• Maintains files on all warehouse requisitions and purchase orders for department.
• Maintains the Surplus (schools and E-Waste) distribution and disposal which includes posting photos to District Website and meeting District personnel at surplus location when requested.
• Prepares mail for courier delivery and postal services.
• Retrieves and distributes mail.
• Monitors, orders, processes, and maintains office materials and equipment.
• Creates, distributes, and files departmental records/reports, correspondence, mailings etc. as needed.
• Composes departmental memos as instructed by the Procurement Director.
• Serves as key operator for office equipment and initiates service calls and maintains equipment records.
• Prepares warehouse requisitions for office supplies and disbursement encumbrances.
• Creates purchase order requisitions for Procurement Department.
• Assist in organizing departmental meetings/trainings.
• Employee Leave liaison for department.
• Creates and manages online purchasing accounts for District personnel.
• Greets visitors and provides requested information.
• Maintains information regarding Minority, Sole Source and Emergency procurements.
• Serves as back up for Inventory Control Clerk
• Prepares departmental correspondence as directed by Procurement Director.

JOB SPECIFICATIONS

EDUCATION and/or EXPERIENCE:

Associate Degree (preferred), High School Diploma or general education degree (GED) plus two years purchasing/procurement or office experience training. Experience in obtaining bids and purchasing supplies for central warehouse and in general office procedures for Purchasing Department and warehouse operation.

Such alternatives to the above qualifications as the Board may find appropriate and acceptable.

CERTIFICATES, LICENSES, REGISTRATIONS:

Must possess a valid driver’s license.

LANGUAGE SKILLS:

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of district personnel or organizations.

MATHEMATICAL SKILLS:

Ability to calculate figures and amounts, such as, discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry.

REASONING ABILITY:

Ability to interpret and carry out instructions furnished in written, oral, diagram or schedule form. Ability to analyze information and use logic to address work related issues and problems. Ability to provide technical and managerial expertise to improve programs. Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to quickly access employee, departmental, and administrative needs and provide timely feedback.

OTHER SKILLS and ABILITIES:

Ability to perform duties with awareness of all district requirements and Board of Education policies.

Ability to successfully complete hands-on testing. Proficiency with Microsoft applications such as Excel, Word, PowerPoint and Access required. Ability to work independently, with limited supervision. Ability to establish and maintain effective working relationships with students, staff and the community. Ability to speak clearly and concisely both in oral and written communication. Ability to perform duties with a high level of detail and accuracy. Ability to self-monitor and manage multiple task while working individually and with members of a group.

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.

The employee will occasionally lift and/or move up to 50 pounds such as boxes of materials. The employee will sometimes push/pull items such as furniture or boxes of materials.

While performing the duties of this job, the employee is regularly required to sit, stand, walk, talk, listen and/or reach with hands and arms, climb or balance, stoop, kneel, and crouch or crawl. Specific vision abilities required by this job include close vision, distance vision.

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.

Office environment with limited exposure to environmental conditions. The noise level in this environment is quiet to loud depending upon the activity in the particular part of the day.

TERMS OF EMPLOYMENT:

12 months (260 Days)

Clerical Staff Pay Scale

The terms of employment detailed in this job description are based on full time employment during the school year. Conditions of employment adjusted for part time employees or individuals who are hired for less than an entire school year.

EVALUATION:

Performance of this job evaluated annually according to Board Policy.

DISCLAIMER STATEMENT:

The information contained in this job-description is for compliance with the American with Disabilities Act (A.D.A.) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.