What are the responsibilities and job description for the Specialist, Purchasing position at College Station ISD?
Job Title: Purchasing Specialist-Purchasing
Reports to: Director of Purchasing
Dept/School: Purchasing
Pay Grade: Paraprofessional - PG 6
Wage/Status: Non-exempt
Days: 240
Primary Purpose:
Assist the Director of Purchasing and Warehouse Supervisor with the clerical functions necessary to ensure the efficient operation of the district’s purchasing and warehouse distribution functions. Purchase supplies and equipment for the district and ensure district bidding procedures are followed while meeting federal and state laws. Assist in acquiring vendor pricing quotes, vendor management, and processing district purchase orders. Assist with records retention. Assist with instructional materials distribution and audits. Extensive communications with district personnel and vendors related to established purchasing policies and procedures.
Education/Certification:
High school diploma or GED
Three years of purchasing and/or business experience.
Special Knowledge/Skills:
- Ability to maintain accurate and auditable records
- Strong organizational, communication, and interpersonal skills
- Self-motivated, organized, and detail-oriented
- Ability to multi-task, prioritize and problem solve
- Knowledge of procedures for purchasing supplies, equipment, and services
- Knowledge of TEA FASRG account coding
- Ability to analyze and organize bid-related information
- Detail-oriented and committed to accuracy in maintaining records
- Ability to work with numbers in an accurate and rapid manner
- Demonstrate flexibility to change in routine and adapt quickly to changing situations
- Demonstrates respect, courteous to peers and visitors, and assist fellow workers willingly
- Avoid gossip, or speaking badly about the district and district personnel
- Work with minimal supervision and instruction.
- Knowledge of records retention requirements by TSLAC
- Strong computer skills, specifically with Microsoft Office products, and the willingness and ability to Ability to learn and utilize internal systems and applications
Experience:
- Experience with personal computer and software to develop spreadsheets and word processing
- Experience with basic office machines including copier, fax, scanner.
- Prefer experience with educational financial accounting system software
- Experience creating Adobe forms
- Experience with Google Sheets, Docs, and Forms
- Laserfiche experience is a plus
Essential Job Functions:
- Maintain vendor master file.
- Daily update commodity code balance purchased to date.
- Monthly maintain awarded vendor list.
- Maintain SAM.gov for CNS purchases.
- Review and Maintain Boycott, Terrorist listing monthly.
- Request federal forms as needed for federal purchases.
- Maintain and update vendor insurance forms.
- Complete credit applications.
- Request/Update the 1295 forms as needed.
- Assist with surplus inventory calls, emails, list, viewing, & requesting of items.
- Schedule auction pickups in 30-minute increments.
- Print and sort auction Invoices.
- Schedule district-wide deposit pickups.
- Monitor surplus email account.
- Maintain and Monitor conference room calendar.
- Assist with review and approve all requisitions for bid requirements, budget/account coding, and awarded vendor.
- Back up converting requisitions to purchase orders district-wide.
- Advise district staff on purchasing and warehouse policies and procedures.
- Submit purchase orders to vendors and purchasing cooperatives.
- Trains new district employees on the requisition/purchase order process, warehouse requisitions.
- Assist district staff with the coding of purchases.
- Assist vendors with purchase orders and delivery-related questions.
- Obtain pricing and quotes from district-awarded vendors and/or purchasing cooperative vendors.
- Assist in training staff on purchasing procedures and policies.
- Handle purchasing correspondence requests: email, interoffice mail, and verbal.
- Work in polite, courteous, and customer service-oriented manner with district personnel to aid in obtaining and understanding district needs for goods and services.
- Maintain integrity and accuracy of vendor records in the district’s finance software system.
- Assist with updating of Purchasing Handbook and manual annually.
- Assist with annual bid renewal letters.
- Distribute purchase orders as directed.
- Process bond program purchase requests, requisitions, and purchase orders.
- Enter requisition for department orders.
- Receive, verify and sign for incoming mail and freight.
- Assist with the annual instructional materials audits/inventory counts.
- Answer incoming calls and emails and reply or forward as necessary.
- Assist with the development of training materials.
- Approve online supply orders for the district.
- Research and monitor open purchase order listing and pending requisitions.
- Maintain files of fixed asset deletion form.
- Assist district personnel on locating awarded vendors.
- Maintain surplus auction files.
- Scan conflict of interest questionnaires and other required documents for records retention and reporting requirements.
- Maintain physical files and assist with surplus property and records retention activities and questions.
- Advise district staff of purchasing and warehouse policies and procedures
- Maintain meter readings for department printers.
- Maintain/update purchase requisition approval forms
- Advise suppliers on how to do business with the district.
- Assist suppliers with getting registered in online bidding software.
- Assist district staff with obtaining quotes.
- Assist district staff with locating awarded vendors.
- Set up and take down rooms for meetings and presentations.
- Maintain a desk procedure manual.
- Review and Maintain vendor W-9 form.
- Maintain Certificate of Insurance for Vendors.
- Research other districts for awarded vendors.
- Assists with administering, coordinating, implementing and maintaining the records management system for paper and electronic records, developing and establishing departmental and organizational records management policies and procedures and performing audits to ensure compliance with records management policies, procedures and regulatory requirements.
- Scan or read incoming records to determine how and where they should be classified.
- Input data, such as file numbers, new or updated information, or document information codes into computer systems to support document and information retrieval.
- Answer questions about records retention.
- Annual collection of records from campuses and departments.
- Annual destruction of records.
- Assist with retrieval of records and make copies as requested.
- Maintain Micro Vendor list and work with them to get on an awarded bid usable by the district.
- Track bid usage for non-district bids.
- Perform other related duties as assigned within the appropriate skill and experience capabilities expected for this position.
Other Duties and Responsibilities:
- Maintain confidentiality
- Avoid gossip, or speaking badly about the district and district personnel
- Participate in applicable continuing education
- Perform other duties as assigned by the supervisor or other administrator that are consistent with the general requirement and qualifications for the position.
- Special Projects as required
Supervisory Responsibilities
None
Equipment Used:
Personal or laptop computer, printer, copier, fax machine, shredder, calculator, telephone, electronic mobile devices, projector, and video display monitor
Working Conditions:
Repetitive hand motions; prolonged use of a computer.
Physical Demands /Mental Demands/ Environmental Factors:
The working conditions described 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 and expectations.
Regularly sit, talk or hear; frequently required to use hands to finger, handle, or feel; frequent repetitive hand motions; prolonged use of computer; occasionally lift and/or move up to 10-50 pounds; occasionally required to stand, walk reach with hands and arms; vision abilities include close vision; and color vision, regularly work with frequent interruptions, maintain emotional control under stress; the noise level is usually moderate. The employee may spend long hours in intense concentration which requires attention to detail. There are a number of deadlines associated with this position, which may cause significant stress. The employee must also deal with a wide variety of people on various issues. Predictable and regular attendance is expected.
Working Conditions:
Physical Demands /Mental Demands/ Environmental Factors:
The working conditions described 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 and expectations.
Regularly sit, talk or hear; frequently required to use hands to finger, handle, or feel; frequent repetitive hand motions; prolonged use of computer; occasionally lift and/or move 50 pounds; occasionally required to stand, walk reach with hands and arms; vision abilities include close vision; and color vision, regularly work with frequent interruptions, maintain emotional control under stress; the noise level is usually moderate. The employee may spend long hours in intense concentration which requires attention to detail and high levels of accuracy. There are a number of deadlines associated with this position, which may cause significant stress. The employee must also deal with a wide variety of people on various issues. Predictable and regular attendance expected.
College Station ISD does not discriminate on the basis of race, color, national origin, sex, disability, or age in its programs and activities. The district provides equal access to the Boys Scouts and other designated youth groups.
Salary : $19 - $23
