Clerk, Purchasing (8293)

BASIC FUNCTION & RESPONSIBILITY: This position is responsible for assisting with the initial review of requisitions, processing of daily purchase orders to vendors or cooperatives,  review and routing of Independent Contractor Agreements (ICAs), updating vendor records, and facilitating PaymentWorks.

QUALIFICATIONS:

Education/Certification:

• High school diploma, or equivalent GED
• TASBO Certification (or in progress) preferred

Special Knowledge/Skills/Abilities:

• Working knowledge of budgeting and accounting systems
• Basic understanding of financial applications and accounting
• Ability to use software to develop spreadsheets and perform data analysis
• Ability to implement policy and procedures
• Ability to interpret data
• Strong organizational, communication, public relations, and interpersonal skills

Experience:

• 2 years of experience working in a purchasing or related capacity
• Or an equivalent combination of education and work experience

CHARACTERISTIC DUTIES & RESPONSIBILITIES: The essential functions, pursuant to the Americans with Disabilities Act, may include the characteristic duties, responsibilities, knowledge, skills, and abilities noted herein; however, this is not a comprehensive listing of all functions and tasks performed by positions found in this job description.

Main Duties & Responsibilities:

• Initial review of all requisitions to ensure proper coding, quotes provided, Commodity Codes, and Contracts.
• Reviews and verifies the receipt of purchase orders to the associated vendor.
• Creates and maintains vendor profile records in the appropriate system of record.
• Submits copies of purchase orders to the appropriate cooperative program.
• Monitors and responds to new vendor notifications, as well as general and routine questions and issues received in the Department’s centralized communication portal.
• Escalates non-routine and complex questions and issues to appropriate management personnel.
• Assists campuses and departments with questions and issues pertaining to select vendor(s), as assigned.
• Assists campuses and departments virtually by email and phone with routine questions and issues relating to items and/or services procured.
• Process PO closure requests
• Review and approval routing for Independent Contractor Agreements (ICAs) with Budget Managers, Principals, Directors, Human Resources, and Director of Finance
• Review PaymentWorks daily for vendor updates and new vendor submissions
• Update Vendor packet requirements as needed
• Facilitate the Travel Process with P-Card increases and check out as needed for hotels, airfare, and registration
• Work with Accounts Payable with vendor ACH information and prenoting process
• Assist Purchasing Coordinator with additional projects as needed
• Adheres to all other District wide policies and procedures including, but not limited to, human resources, safety, and emergency protocols.

Compliance:

• Performs all purchasing activities in a manner consistent with all federal, state, local regulations, and compliance standards applicable to procurement.
• Maintains relevant and up-to-date knowledge and understanding of applicable compliance requirements as they relate to procurement.
• Identifies and timely reports any known or suspected compliance variances to appropriate personnel.
• Ensures compliance with applicable cooperatives of purchase orders.
• Monitors governmental bulletins and community forums for legal compliance.
• Attends State supported organizational conferences for updates and outreach (if funding allows).

General:

• Assists department leadership in the compilation of miscellaneous confidential reports.
• Attends departmental and organizational meetings, as required.
• Consistently displays integrity, responsibility, accountability, teamwork, and ethics.
• Performs assigned job duties and responsibilities in accordance with established performance expectations, as well as with District policies, procedures, protocols and standard practices.
• Maintains relevant and up-to-date job knowledge by participating in continuous education initiatives.
• Demonstrates proficient working knowledge and understanding of Microsoft Excel, Word, and Outlook, Google Shared applications to include Google Sheets, Google Docs, and Google Slides, as well as database systems and applications relevant to the job function.
• Performs other duties as assigned as determined by the Director of Finance and/or CFO

SUPERVISION EXERCISED: No direct supervision of staff.

MENTAL DEMANDS/PHYSICAL DEMANDS/ENVIRONMENTAL FACTORS:

• Tools/Equipment Used: Standard office equipment including personal computer and peripherals
• Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting
• Motion: Repetitive hand motions, frequent keyboarding and use of mouse; occasional reaching
• Lifting: Occasional light lifting and carrying (less than 15 pounds)
• Environment: May work prolonged or irregular hours; occasional districtwide and statewide travel
• Mental Demands: Work with frequent interruptions; maintain emotional control under stress

Salary : $18 - $27