Purchasing Clerk

Description

Job Description

POSITION: Purchasing Clerk

REPORTS TO: Director of Procurement

POSITION TYPE: 12-month

START DATE: Immediate

COMPENSATION: $21.98 - $25.83/hour, Home Office Grade 2

At YES Prep, work for a mission that impacts the life trajectory of students and their families. YES Prep creates pathways to extraordinary opportunity through best-in-class development, competitive compensation and benefits, and recognition for your impact. Grow as an authentic leader and be part of a team-oriented culture.

Some quick stats about us:

• 19,500 Students
• 2,300 Team Members
• 15 Secondary Campuses
• 9 Elementary Campuses
• 92% Students Who Qualify for Free/Reduced-Price Lunch
• 96% Hispanic & African-American Students
• 90% Students Who Are Accepted to a 4-Year University
• 88% First-Generation College Students
• Ranked in the Top 100 High Schools in the Nation, U.S. News & World Report

We serve the students of Houston, Texas, the 4th largest city across the United States. There are over 20 public-school districts and other great public charter school options within Houston’s city limits serving our increasing population. We are a rapidly growing organization, committed to creating life-changing opportunities for over 23,000 students by 2025.

THE OPPORTUNITY

YES Prep needs a dynamic Purchasing Clerk with a robust set of experiences to make our mission a reality. As a YES Prep employee, you will achieve jaw-dropping results, create pathways to opportunity for our students, and build transformative relationships.

To put it simply, you will be responsible for managing the procurement of goods and services essential for school operations. This includes verifying purchase requests, sourcing vendors, obtaining competitive bids, processing purchase orders, and maintaining accurate purchasing records in compliance with policy and procedures. The role also involves collaborating with various departments to ensure timely delivery of materials and resolving any discrepancies with suppliers.

THE ROLE

When you join the YES Prep team, some of the work and responsibilities will include:

Purchase Orders

• Reviewing requisitions for accuracy, completeness, and compliance before final review by Procurement Director on a daily basis;
• Ensuring that 100% of requisitions are approved within 2 business days;
• Ensuring compliance with federal and state regulations, as well as district policies and procedures;
• Monitoring and minimizing after-the-fact requisitions and purchase orders;
• Ensuring that 100% of receiving is being verified on a daily basis in order to process vendor payments within Net 30;
• Ensuring that 100% of account coding on purchase orders follows TEA guidelines;
• Ensuring that all expenses are allowable under TEA guidelines;
• Ensuring compliance with interlocal agreements in the processing of purchasing orders.

Vendor Management

• Ensuring that 100% of all vendors have CIQ, SB9, and W9 information in Munis;
• Ensuring that 100% of vendors are verified for debarment on www.Sam.gov;
• Processing all New vendor requests within 1 business day of receiving;
• Auditing vendors within Munis biannually as part of vendor maintenance;
• Acting as a liaison between vendors and district personnel, facilitating product and pricing information exchange, monitoring contractor performance, and mediating dispute resolution.

Other

• Providing general assistance to the Procurement Director in all areas of procurement;
• Compiling, maintaining, and filing all physical and computer records, and purchasing documents, in compliance with record retention guidelines and audit requirements;
• Demonstrating tact, courtesy and helpfulness in dealing with staff, students, parents, vendors, and visitors to YES Prep;
• Limited travelling to participate in meetings, in-service training, workshops, etc., for the purpose of conveying and/or gathering information required to perform job functions;
• Preparing agenda items and letters of recommendation for Board action when needed;
• Preparing and posting advertisements for bids and proposals in the local paper and on the YES Prep website;
• Additional duties as assigned.

THE PERSON

We seek staff with a multitude of backgrounds, talents, interests, and ideas. Certain traits consistently shine through our most successful employees: passion for the mission, drive for results, care for students, and resilience. Other traits needed and desired for this role are:

THE MUST HAVES

• Education: High School Diploma or GED
• Knowledge of basic accounting procedures, purchasing and invoicing supplies and equipment.
• Knowledge of auditing and accounting principles.
• Effective communication and interpersonal skills.
• Ability to work with numbers in an accurate and rapid manner.
• Ability to use personal computer and software to develop spreadsheets, databases and produce required reports and documents.
• Ability to understand budgets.
• Ability to communicate effectively.

• Openness to giving and receiving frequent feedback
• Ability to maintain emotional control under stress
• Ability to work urgently in a fast-paced and results-oriented environment
• Creates and maintains positive working relationships on a team and/or in a highly collaborative environment
• A dedication to learn, grow, and develop as a professional

THE MUST HAVE BELIEFS

• Belief in and commitment to the mission and core values of YES Prep Public Schools
• Desire to disrupt systemic status quos in education
• Willingness to go above and beyond to disrupt said status quos
• Passion to develop resiliency through a relentless pursuit of jaw-dropping results
• Conviction that high expectations high accountability = high performance and high growth

THE NICE TO HAVES

• Clerical experience and accounting, preferably in education or public sector
• Bilingual – Spanish or other language

THE PERKS

• Compensation – This position is an exempt, salaried position; offers commensurate with experience.

• Health and Supplemental Insurance – A $0 monthly medical option that includes $600 towards a Health Savings Account, in addition to a variety of supplemental benefits including Dental, Vision, Disability, Life, etc. Employees must work 20 hours a week to be eligible for a full spectrum of benefits, and 10 hours a week minimum for medical benefits.

• Retirement Plans – Participation in Teacher Retirement System of Texas and a 457b Retirement Plan.

• Paid Time Off – Employees working 20 hours a week receive 15 days of Paid Time Off in addition to the system closures during the Academic Calendar.

• Paid Leave Programming – In the event you need to be out due to medical needs (including maternity and paternity leave), YES Prep offers paid leave, paid out at 100%, based on eligibility and tenure.

• Professional Development - YES Prep values longevity and performance over time. We invest in developing leaders through high-quality programs, effective coaching, and ongoing professional development.

• Award Winning Culture – The strong cultures of our campuses and Home Office are just one of many reasons we were named Houston’s Best Place To Work in 2018, 2019, and 2021. We won the 2012 Broad Prize for Excellence in Urban Education and were a 2016 finalist as well.

YES Prep is an equal opportunity employer and does not discriminate against any employee or applicant on the basis of race, color, ethnicity, religion, gender, sexual orientation, gender expression, national origin, disability, age, marital status, military status, pregnancy, or parenthood.