What are the responsibilities and job description for the Specialist - Purchasing II position at Education Service Center Region?
Job Title : Specialist - Purchasing II (b)
Wage / Hour Status : Non Exempt / At Will
Reports To : Director of Purchasing
Pay Grade / Days : 207 / 226
Dept. / School : Administration Bldg. Date Revised : November 2024
Primary Purpose :
Follow established purchasing procedures to check purchase requisitions for proper budget code, vendor selection, funding source, proper approval signature and available funds. Process on-line purchasing through vendor websites.
Qualifications :
Education / Certification :
High School diploma or GED
Special Knowledge / Skills :
Proficient skills in keyboarding, word processing, and file maintenance
Ability to use personal computer and software to develop spreadsheets and databases
Ability to organize and maintain multiple ongoing projects
Ability to work cooperatively with others
Knowledge of accounting principles and practices
Excellent organizational, communication, and interpersonal skills
Experience
Three years experience in a purchasing or business office
Major Responsibilities and Duties :
1. Process W-9's.
2. Set up vendors in Finance system.
3. Process Conflict of Interest Questionnaire (CIQ) forms and post them to the WISD website.
4. Send out tax exemption forms.
5. Review / approve / deny purchase requisitions after checking the budget code, correct approval routing, sufficient funds, correct vendor, warehouse stock concerns, etc.
6. Send email notification for rejected requisition requests.
7. Approve and release Office Depot on-line requisitions (as well as other on-line vendors).
8. Train campus / departmental staff on various vendors' on-line purchasing system.
9. Maintain sole source database, keep track of when sole source letters expire and seek to replace them prior to expiration.
10. Keep log / file of sole source letters.
11. Maintain login IDs and passwords and perform account maintenance on various vendor's on-line system.
12. Make site visits to vendors.
13. Separate and assign vendor code numbers to purchase requests.
14. Receive, review, and prioritize purchase requests.
15. Apply for exempt and replacement license plates.
16. Prepare and submit vehicle registration application to the Department of Transportation.
17. Ensure that "pay this week" requisitions are processed timely.
18. Determine requisition prioritizes for processing.
19. Process any vendor credit applications for Director's signature.
20. Greet and direct visitors entering the purchasing department.
21. Receive and direct incoming calls, take reliable messages, and route to appropriate staff.
22. Sort, distribute, and deliver in-coming and out-going mail, messages, and other documents to the proper location.
23. Detect and resolve problems in a prompt, courteous, and cooperative manner.
24. Answer vendor and staff questions.
25. Find approved vendors for staff (through our bids, purchasing coops, State contracts, etc.).
26. Actively search for new and additional vendors prior to the issuance of new bid.
27. Assist in conducting bid opening when necessary.
28. Be proactive and offer suggestions on which bids are needed.
29. Train district staff on the Finance / Purchasing system and how to utilize various purchasing coop websites as well as Texas Building and Procurement Commission (TBPC) site for State approved vendors.
30. Assist in developing, updating, and maintaining a purchasing policy and procedure manual.
31. Maintain abreast of State purchasing laws and procedures and help educate staff and vendors on state purchasing laws and procedures.
32. Attend training on an on-going basis.
33. Assist in documenting poor performance and complaints from staff regarding vendors.
34. Help develop system to communicate coop vendor information to district staff.
35. Maintain an updated knowledge of school board policy, administrative regulation, and legal requirements that relate to the procurement of goods, equipment, and services.
36. Maintain an effective system of communication between central office staff, and individual schools on matters relative to procurement, warehousing, distribution, receiving, and textbooks.
37. Maintain positive community relations, good district image and harmonious working relationships with co-workers and all district and non-district patrons by conducting business in a prompt, courteous, and cooperative manner.
38. Participate in or insure that the purchasing process is accomplished in an efficient, accurate, and timely manner.
39. Maintain accurate and complete records as required by school board policy, administrative regulations, Texas Education Agency, and other governing agencies' requirements.
40. Perform other duties and functions as assigned.
Equipment used :
Computer, copy machine, fax machine, 10-key, telephone system
Working Conditions :
Mental Demands / Physical Demands / Environmental Factors :
Maintain emotional control under pressure. Public school purchasing office subject to frequent interruptions, fast pace, and occasional long hours. Light lifting, use of fax machine chemicals, and prolonged use of computer.
Non Discrimination Statement
The Waco Independent School District is an equal opportunity educational provider and employer who does not discriminate on the basis of race, color, national origin, sex, religion, age, disability, genetic information or non-proficiency in English language skills in educational programs or activities that it operates or in employment matters. The District is required by Title VI and Title VII of the Civil Rights Act of 1964, as amended; Title IX of the Education Amendments of 1972; the Age Discrimination Act of 1975, as amended; Section 504 of the Rehabilitation Act of 1973; the Americans with Disabilities Act; and school board policy not to discriminate in such a manner.
For information about your rights or complaints regarding compliance with the nondiscrimination requirements of Title IX, please email titleixcoordinator@wacoisd.org or contact Waco ISD Assistant Superintendent of Human Resources at 254-755-9410 or Assistant Superintendent for Student Services and Support at 254-755-9417. For information or complaints regarding compliance with the nondiscrimination requirements of Title VI and Title VII, as amended, contact the Waco ISD Assistant Superintendent of Human Resources at 254-755-9410. For information or complaints regarding compliance with the nondiscrimination requirements of Section 504 of the Rehabilitation Act of 1973, as amended, contact Waco ISD Special Education Executive Director at 254-755-9569 or write to P.O. Box 27, Waco, TX, 76703.
