Purchasing Specialist

Work Calendar: 242

FTE: 1.0 (40.0 Hours per Week)

Contract Status: Contract

FLSA Status: Non- Exempt

Reports To: Director of Purchasing

Starting Wage: $ 47,038 annually

Salary Schedule/Lane: 38/V/01

Benefits: Eligible

Anticipated Start Date: 05/12/2025

Priority Screen Date: 04/24/2025

___________________________________________________________________________________________________ Positions Available: 1

Position Open Until Filled

The Purchasing Department provides assistance to the district in the areas of procurement, product research, sourcing, problem resolution, surplus disposal, and storeroom support. The department's goal is to provide professional, courteous, efficient procurement of goods and services for the school district, as needed and in accordance with the policies and procedures of the district, and to accord prompt and courteous treatment to suppliers.

JOB SUMMARY

The Purchasing Specialist is a vital member of the district’s business operations team, responsible for supporting efficient and compliant purchasing and financial processes across the district. This position ensures the smooth coordination of procurement activities, the accurate and timely processing of purchase orders and requisitions, managing vendor relationships, monitoring budget expenditures, and maintaining accurate financial records. The Purchasing Specialist also serves as a backup to the district’s Buyers and provides instruction and guidance on purchase order procedures and processing.

In this role, you will support department-wide administrative processes and collaborate with educators, staff, and vendors to meet the needs of students and school communities.  The ideal candidate is a detail-oriented, proactive, and resourceful professional who possess excellent organizational and interpersonal skills and have a solid understanding of public procurement practices.

MINIMUM REQUIRED QUALIFICATIONS

All positions require selected candidates to be fingerprinted and successfully pass a criminal background check.  Additional minimum required qualifications for this position are:

1. High school diploma or equivalent
2. Minimum two (2) years of progressive experience in purchasing, procurement, finance, accounting, or administrative support within a purchasing or procurement department
3. Intermediate experience in Microsoft Office Suite (Excel, Word, Outlook, PowerPoint)
4. Experience with standard accounting procedures, budgets, and maintaining accurate financial and payment records
5. Speak, read, write, and present professionally, analyze, understand, and interpret written and verbal communications in English
6. Experience operating standard office equipment: phone, copier, scanner, and fax machines etc.

PREFERRED QUALIFICATIONS

These are examples of skills and experience that the best-qualified candidates may have.  Not having one or all of them does not disqualify any candidate from consideration.

Experience in a K-12 education or public employment environment

1. Associate's or bachelor's degree in business, accounting, supply chain, or related field
2. Experience with K-12 school district purchasing systems, financial software, or state procurement platforms
3. Experience using Business Plus software or similar business finance software
4. Knowledge of procurement principles, practices, and procedures, including familiarity with applicable laws, codes, and regulations (e.g., Utah State Procurement Code), district purchasing procedures, and Procurement Card (P-card) policies
5. Knowledge of procurement platforms (e.g., Amazon Business, Office Depot portals)
6. Fluency in Spanish and or another language other than English

ESSENTIAL FUNCTIONS & RESPONSIBILITIES

1. Serve as the primary point of contact for internal and external stakeholders—including school staff, administrators, vendors, and the public—by providing timely, professional customer service and facilitating clear, effective communication related to purchasing procedures and procurement inquiries
2. Serve as a backup for the Purchasing department Buyers as needed
3. Accurately process purchasing transactions, including purchase requests, purchase orders, change orders, and invoices, ensuring compliance with district policies and applicable procurement regulations
4. Coordinate and support the district’s Procurement Card (P-Card) program, including user training, transaction monitoring, and reconciliation of expenditures in accordance with established guidelines
5. Oversee designated district-managed purchasing platforms (e.g., Amazon Business, Office Depot, Costco), and coordinate procurement activities for assigned commodity categories
6. Maintain and update vendor records, process new vendor applications, and manage procurement systems and databases, including procurement files, vendor contracts, and related documentation
7. Provide technical assistance and training to district personnel by interpreting and applying procurement policies and procedures, ensuring alignment with the Utah State Procurement Code and district standards; provide and deliver user training and resources as needed
8. Organize and maintain procurement-related records, files, and documents (e.g., procurement files, contracts, vendor records, applications, department correspondence, etc.) in accordance with established retention schedules and audit requirements to ensure accessibility and compliance
9. Respond to internal and external requests for procurement documentation and support the preparation of materials (e.g. reports, summaries, written correspondence, etc.), for internal audits, state reviews, and reporting requirements
10. Assist with budget monitoring by reviewing and verifying transactions, analyzing financial data, resolving discrepancies, researching financial documentation, and ensuring adherence to district financial procedures
11. Occasionally, research contracts, suppliers, equipment, and regulations, including evaluation of new products to ensure conformity to regulations and budgetary guidelines
12. Participate in and support meetings, trainings, workshops, to gather and share information necessary to fulfill the job functions; contribute to the development of training materials and sessions for school and district personnel
13. Perform general clerical and administrative tasks, such as scheduling meetings, coordinating logistics, preparing agendas and minutes, and managing office communications and documentation
14. Maintain strict confidentiality of sensitive information, including financial, procurement, and personnel data, while handling detailed technical information with care and accuracy
15. Exercise strong project management skills; work under limited supervision, use time-management and prioritization strategies, adapt to changing work priorities, and work with frequent interruptions to meet deadlines
16. Perform other related duties as assigned to ensure efficient and effective functioning of the work unit
17. Represent the program in a professional manner using workplace etiquette, strong interpersonal communication, and political acumen skills
18. Speak, read, write, analyze, understand, and follow written and verbal communication in English, including grammar and punctuation; listen to, and understand information and ideas presented verbally or in writing
19. Maintain regular and predictable attendance to fulfill job requirements efficiently and effectively

EMPLOYEE SUPERVISORY RESPONSIBILITIES: No

WORK ENVIRONMENT & PHYSICAL DEMANDS

The usual and customary methods of performing the job’s functions require the following physical demands: some lifting up to 30 pounds, rolling, carrying, pushing, pulling, stooping, kneeling, crouching, crawling, and significant fine finger dexterity.  Generally, the job requires 60% sitting, 20% walking, and 20% standing.  This job is performed in a generally clean and healthy environment.

The Salt Lake City School District is committed to providing access, equal opportunity, and reasonable accommodation for individuals with disabilities in employment, and its services, programs, and activities.  To request reasonable accommodation, contact Human Resource Services – Salt Lake City School District (slcschools.org) or call 801-578-8340.

_________________________________________________________________

Non-Discrimination Statement

No district employee or student shall be subjected to discrimination in employment or any district program or activity on the basis of age, color, disability, gender, gender identity, genetic information, national origin, pregnancy, race, religion, sex, sexual orientation, or veteran status. The district is committed to providing equal access and equal opportunity in its programs, services, and employment, including its policies, complaint processes, program accessibility, district facility use, accommodation,s and other Equal Employment Opportunity matters. The district also provides equal access to district facilities for all youth groups listed in Title 36 of the United States Code, including scouting groups. The following person has been designated to handle inquiries and complaints regarding unlawful discrimination, harassment, and retaliation: Tina Hatch, Compliance and Investigations/Title IX Coordinator, 406 East 100 South, Salt Lake City, Utah 84111, (801) 578-8340 You may also contact the Office for Civil Rights, Denver, CO, (303) 844-5695.

Salary : $47,038