Purchasing Specialist

Pay Grade:                        4140                             

Department:                     Purchasing

Accountable To:                Director of Purchasing

FLSA Status:                     Non-exempt

Creation/Revision Date:   January 13, 2025

Summary:

Under general direction, the incumbent performs procurement functions including developing written quote documents, making recommendations for award of written quote procurements, and administering the purchasing card (“P-Card”) program from the procurement side. The incumbent is relied upon to make independent decisions with regard to purchasing, contract administration, and special project activities.

Essential Functions:

• Oversees quote specification process including writing specifications while working closely with staff in determining details of item/service/lease, sending out written quotes, evaluating quotes, and making recommendations for awards.  These functions include price verification, product verification, ancillary costs, delivery deadlines, etc.
• Ensures purchase orders and written quotes include all pertinent specifications and are valid legal documents.
• Oversees that the department's correspondence is completed accurately and efficiently as it relates to preparing written quotes and P-Card utilization.
• Works with senior buyers on written quote contracts under their purview to ensure adherence to contract terms and conditions. 
• Works with senior buyers to pull cooperative contracts as needed, entering contract information into the financial system, and filing all necessary paperwork.
• Administers purchase card program from the procurement side. Assures purchases made under the P-Card program follow all procurement rules.
• Arranges out-of-state travel for students, staff, and governing board including determining flights and fares as needed.
• Handles general ledger input and reconciliation related to property control and fixed assets.
• Makes corrections and adjustments necessary for accurate records and information including adding or correcting requisitions, vendors, vendor contact information, and remit addresses.
• Assists with processing requisitions, submits purchase orders to the appropriate party for processing, and conducts order follow-up as needed. 
• Attend District and Purchasing meetings as requested, and participate in professional development opportunities.
• Performs other duties of a similar nature or level.

Required Qualifications:

To be eligible for this position, an applicant must meet the following required qualifications.  Verification of these required qualifications is necessary.

• High School diploma or equivalent (G.E.D) prior to being hired;
• Two years of related purchasing experience, or a combination of education and experience

Preferred Qualifications:

• Three years of school district purchasing experience, or a combination of education and experience

It is preferred that the applicant possesses the following preferred qualifications; however, the following qualifications are not required to be eligible for this position.

Knowledge and Skills Required:

To perform the job successfully, an individual must be able to perform each essential duty satisfactorily.  The qualifications for this job description are representative of the knowledge, skill, and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. 

Skills required, but not limited to, for this position include:

• Knowing Federal, State, and local laws governing procurement in an educational environment;
• Demonstrating formats and business English used in preparing reports and other documentation;
• Applying presentation techniques;
• Basic accounting principles as used to monitor procurement activities;
• Applying management practices including supervisory and organizational skills;
• Negotiating with contractors and working with consultants;
• Applying procurement practices;
• Researching and writing reports, and bid specifications;
• Using various types of office-related equipment;
• Coordinating special project activities;
• Using computer-related software applications;
• Reviewing and analyzing bid proposals and making recommendations for award of contracts;
• Maintaining confidentiality;
• Maintaining records;
• Engaging and encouraging communication skills while interacting with supervisors, staff, students, etc. to exchange information.

Physical Requirements:

The physical requirements described here 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 essential functions.

While performing the duties of this job, the employee is regularly required to sit and talk or hear.  The employee frequently is required to stand. The employee is occasionally required to walk; use hands to finger, handle, or feel; reach with hands and arms; and stoop, kneel, crouch, or crawl.  The employee must occasionally lift and/or move up to 20 pounds.  Specific vision abilities required by this job include close vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

Working Conditions:

The working environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

The noise level in the work environment is usually moderate.

Washington Elementary School District is an Equal Employment Opportunity Employer in compliance with Title VI of the Civil Rights Act of 1964, Civil Rights Act Title VII of 1972, Title IX of the Education Amendments of 1972, Section 504 of the Rehabilitation Act of 1973 and the Americans with Disabilities Act (ADA) of 1990. Washington Elementary School District does not discriminate on the basis of race, color, religion, national origin, sex, disability or age in employment or in any of its educational programs or in the provisions of benefits and services to students.

Salary : $17 - $22