What are the responsibilities and job description for the Purchasing Specialist position at Central Office?
OPENS: 2/18/2025
CLOSES: Until Filled
JOB TITLE: Purchasing Specialist
REPORTS TO: Accounting Manager
DEPT. / SCHOOL: Administration / Bob Hope School / Central Office
SALARY: Commensurate with Experience
WAGE / HOUR STATUS: Exempt/Full Time
PRIMARY PURPOSE
Directs and manages the purchasing activities of the district. Assists in development and implementation of purchasing procedures to process bids and purchase orders. Ensures compliance with applicable state laws and regulations.
QUALIFICATIONS:
Education:
High school diploma or GED equivalency
Special Knowledge/Skills:
- Knowledge of competitive bidding statutes and purchasing procedures.
- Knowledge of auditing and accounting principles.
- Effective communication and interpersonal skills.
- Proficiency skills in keyboarding and file maintenance.
- Ability to work with numbers in an accurate and rapid manner.
- Ability to use personal computer and software to develop spreadsheets, databases, and do word processing
- Proficiency in use of calculator and office machines.
- Ability to meet established deadlines
Experience:
None required but would prefer three years professional-level purchasing agent experience in charter school setting or public sector
MAJOR RESPONSIBILITIES AND DUTIES
Purchasing
- Assist in the purchase of materials and equipment for the district by competitive bids, competitive sealed proposals, requests for proposals, government catalog contract purchases, informal quotations, and negotiations following established district criteria and state purchasing rules.
- Assist in the preparation of all bidding documents, including notice and instructions to bidders, specifications, and form of proposal.
- Assist in receiving and evaluating formal bids and make recommendations for the award of contracts to C.O.O. for school board approval.
- Assist in obtaining and studying comparative prices and quotations. Make purchasing decisions based on information obtained.
- Initiate contact with vendors to check on supply and equipment availability, invoices, purchase orders, and contracts.
- Prepare purchase orders and review for accuracy.
- Detect, research, and resolve purchasing issues and problems with incorrect orders, invoices, and shipments.
- Approve purchase orders and monitor all purchase requisitions to determine correctness of information, calculations, coding, etc.
- Administer contracts and handle adjustments with suppliers, including replacement of material not conforming to specifications, cancellation of orders, and ensuring receipt of proper credit.
- Maintain and prepare district’s depreciable assets list including depreciation schedule.
- Maintain district procurement cards, petty cash and meal monies.
Clerical
- Prepare and maintain vendor database and bidder lists.
- Prepare correspondence, forms, manuals, reports, purchase orders, and payment authorizations using personal computer.
Administration
- Work cooperatively with district personnel to determine purchasing specifications, sources, availability, pricing, shipping, and receiving.
- Responsible for organizing and facilitating process for field trips.
- Assists Fund Developer in organizing and facilitating process for fundraisers.
- Maintains company website.
18.. Compile, maintain, and file all physical and computerized reports, records, and other documents required, including auditable accounting records.
WORKING CONDITIONS:
Equipment Used: Computer with appropriate software, printer, calculator, copier, facsimile machine
Mental Demands:
Ability to communicate effectively (verbal and written); receive directives as assigned; work with numbers in an accurate and rapid manner; meet established deadlines; maintain accurate and auditable records; maintains emotional control under stress.
Physical Demands/Environmental Factors:
Repetitive hand motions; prolonged use of computer and calculator; occasional extended hours as needed.
This job description has been reviewed to ensure that essential functions and basic duties have been included. It is intended to provide guidelines for job expectations and the employee's ability to perform the position described. It is not intended to be construed as an exhaustive list of all functions, responsibilities, skills and abilities. Additional functions and requirements may be assigned by supervisors as deemed appropriate. This document does not represent a contract of employment, and the District reserves the right to change this job description and/or assign tasks for the employee to perform, as the District may deem appropriate.
ABOUT BOB HOPE SCHOOL
Bob Hope School is a growing open-enrollment public charter school (non-profit) providing parents a choice in their child's education. Bob Hope Elementary is a Montessori / Dual-Language campus. Instruction is conducted in a two-way immersion program, where teachers fluent in English teach ELA and those fluent in Spanish teach SLA and are supported by teacher aides with a strong command of both languages. Campuses are located in Port Arthur, Beaumont, and Baytown, Texas. The Hughen Center, Inc. is the charter holder of Bob Hope School.
Bob Hope School provides equal employment opportunity for all applicants and employees. As an equal opportunity employer, we hire without consideration to race, religion, creed, color, national origin, age, gender, sexual orientation, marital status, veteran status or disability.
