Assistant Bookkeeper II - Purchasing

TITLE:                                                  Assistant Bookkeeper II - Purchasing
 
QUALIFICATIONS:                           1.  High School Diploma.
                                                                2.  Must be familiar with accounting and business procedures.
                                                                3.  Training or experience with all office machines (i.e. computer, postage machine,
                                                                     and other office equipment).
                                                                4.  Must be organized and able to work independently.
                                                                5.   Ability to communicate effectively with administration, staff, clients, and general
                                                                      public.
                                                                6.   Other qualifications as may be deemed essential for successful performance in the
                                                                      position.
 
REPORTS TO:                                    Staff Accountant
 
JOB GOAL:                                          To assist in the administration of the district's business affairs so as to provide the maximum services for the financial resources available; and to save the district as much money as possible.
 
PERFORMANCE RESPONSIBILITIES:
 
1.      Prints, distributes, and monitors all purchase orders for the entire school district and determines correctness of information, (i.e. authorization, pricing, coding information, etc.).  Ensures that departments provide required backup documentation for purchase orders over $1,000.
 
2.      Monitors and reconciles credit cards statements.
 
3.      Registers participants and makes travel arrangements for workshops and conferences.
 
4.      Traces and corrects errors in shipments when necessary.
 
5.      Generates and/or prepares periodic computer reports relating to the purchasing function for Business Manager.
 
6.      Generates supplies and manages the supply room.
 
7.      Responsible for overseeing the maintenance of audio-visual, copiers, phones, etc. for the Central office.
 
8.      Assists schools and department heads with budget questions.
 
9.      Compiles all necessary information for service contracts.
 
10.    Generates bids and processes acknowledgment letters of bid acceptance.
 
11.    Research pricing    information and compare prices and quotes.
 
12.    Provides MUNIS training to new staff involved with processing purchase orders.
 
13.    Works closely with the Accounts Payable clerk relative to research and resolving discrepancies with invoices
          and purchase orders.
 
14.    Back up for accounts payable.
 
15.    Performs other such duties as may reasonably be assigned by the Business Manager.
 
TERMS OF EMPLOYMENT:          Twelve months, 35 hours per week.  Salary and other terms and conditions of employment shall be governed by negotiated contract.
 
EVALUATION:                                   Performance in this position will be evaluated by the Staff Accountant in accordance with School Board policy.
 
ADOPTED:                                          September 10, 1998 SCHOOL BOARD MEETING
AMENDED:                                         First reading - Personnel Committee Meeting September 1, 2016
                                                            Second reading – Personnel Committee Meeting October 6, 2016

Board Review/Approved Date:        October 13, 2016