Receiving Clerk

JOB TITLE: RECEIVING CLERK

DEPARTMENT: School Office Administration        

REPORTS TO: Principal

FLSA STATUS/CLASSIFICATION: Non-Exempt; Level 2

SUPERVISORY DUTIES: none

APPROVED ON: xx/xx/2014

SUMMARY:  Receives supplies, textbooks and equipment at assigned school location, processes purchase orders and delivers received orders to appropriate locations or departments.  Serves as an information resource regarding the School’s purchasing policies and procedures.

ESSENTIAL DUTIES & RESPONSIBILITIES:

• Orders all supplies and materials needed for the school year and keeps accurate inventory of those supplies throughout the school year for reordering purposes
• Process all purchase orders to local and out of state vendors and keeps accurate records of all outstanding and completed purchase orders
• Orders all textbooks per number of enrolled students and established curriculum and distributes them for the school year as needed. Textbook inventory
• Fills all teacher and staff school and office supply requisitions as needed
• Keeps workroom supplied with copy paper and other grade level paper, construction paper, paint and other materials needed by the teachers and staff
• Cross-trains for office duties and attendance duties and keeps up to date and competent in office and school matters, including enrollment of new students
• Copies all school forms as requested for office, teachers and staff
• Processes and distributes all mail daily
• Processes all staff transportation requests; keeps a schedule of requested field trips, times, etc.
• Maintains accurate accounting of all school accounts in ledger books and cross reference accounts with District Business Office
• Coordinate all school, district and state testing; oversee rules and regulations
• Prints and distributes purchase orders when requested
• Prepares various reports and retrieves records for auditors, administrators and vendors, as needed
• Maintains an updated, detailed reconciliation of vendors’ monthly statements
• Assists with year-end and closing functions as needed
• Order prizes and “gift certificates” for MAC-Ro, Student of the Month, Honor Roll/Principal’s List, etc.
• Enters and reports disciplinary data into required student information systems

KNOWLEDGE, SKILLS & ABILITIES:

• Ability to operate standard office equipment
• Knowledge of state testing and SMS Schoolmaster
• Knowledge of generally accepted purchasing practices
• Ability to communicate effectively verbally and in writing
• Ability to do detailed mathematical computations
• Ability to maintain confidentiality
• Produce accurate work and complete assignments with minimal supervision
• Ability to apply common sense understanding to solve practical problems and deal with a variety of situations
• Ability to work cooperatively and courteously with staff, students, parents and community members
• Knowledge of applicable Federal and State laws, district procedures and Board policies
• Ability to handle confrontation professionally

QUALIFICATIONS & REQUIREMENTS:

Education & Experience:

• High School diploma or equivalent
• 1 year previous purchasing experience preferred
• Experience with automated purchasing/accounting systems
• Any equivalent combination of training, education and experience that meets minimum requirements
• Criminal justice/Fingerprint clearance

Computer Proficiency:  Demonstrated general proficiency in computer programs such as Microsoft Excel, Word and Outlook.

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 the job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is required to reach with hands and arms.  The employee is frequently required to sit, stand, stoop, bend and walk.  The employee may be required to move ten pounds and could occasionally lift or move up to twenty-five pounds.  

WORK ENVIRONMENT:

Indoor school environment.  This position regularly works indoors.  The noise level in the work environment is generally quiet to moderate and may become excessively noisy at times.   Will have contact with employees, external agencies and the public.

Disclaimer: The duties and responsibilities identified in this position description are illustrative only and are in no way intended to be a complete list of activities that may be required of an incumbent.  The information contained in this job description is for compliance with the American Disabilities Act (ADA) and is not an exhaustive list of duties performed for this position.  Additional duties are performed by the individual currently holding this position and additional duties may be assigned.