JOB TITLE: Purchasing Specialist  (SS623)

REPORTS TO: Chief Financial Officer and/or Director of Purchasing

FLSA: Non-Exempt                           

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Note:  Critical features of this job are described under the headings below.  They may be subject to change at any time due

 to reasonable accommodation or other reasons.

POSITION PURPOSE/SUMMARY

The Purchasing Specialist will assist and coordinate the business department to ensure that district purchases are accurate, cost-effective, and processed in a timely fashion, meeting all deadlines. This person will also assist in the Accounts Payable department, serving as a liaison to the school buildings from the business office

QUALIFICATION REQUIREMENTS

The Purchasing Specialist shall have business office experience, including accounting procedures and customer service. Experience in a large organization encompassing the specific areas of purchasing, specification writing, bidding procedures, and discounting strategies is preferred. Professional training in the area of business administration, purchasing, bidding procedures, and the legal aspects of purchasing is desired.

ESSENTIAL DUTIES

1. Serve as a primary point of contact for District personnel regarding purchasing needs, policies, and procedures, resolving issues as they arise.
2. Process purchasing transactions and invoices using appropriate budgetary codes.
3. Maintain accurate, complete and organized files, including purchase orders, bids, vendor correspondence, and reports for reference and audit purposes.
4. Assist in developing bid and proposal specifications, evaluate bids, and monitor bid openings.
5. Initiate purchase orders, monitor deliveries, manage back orders, expedite urgent requests, and initiate reorders as needed.
6. Identify potential suppliers, solicit pricing, and negotiate to optimize savings for the District.
7. Monitor budgets to ensure appropriate funds are available for purchases.
8. Maintain and organize all documentation relating to purchase orders, quotes, and vendor contracts.
9. Assist vendors and departments with procurement inquiries.
10. Provide guidance to building personnel regarding all purchasing issues.
11. Research and identify potential suppliers for various goods and services.
12. Monitor inventory levels and initiate reorders as needed.
13. Provide vendors with information regarding bidding, district guidelines, and purchasing procedures.
14. Apply district policies and regulations, maintain accurate records and perform standard bookkeeping/accounting procedures.
15. Assist in managing various district accounts related to the purchasing budget.
16. Train district staff on purchasing procedures and policies.
17. Maintain the confidential nature of all school-related matters.

ADDITIONAL DUTIES

1. Perform other duties as assigned by the Chief Financial Officer
2. Attend in-service workshops related to the job description to remain current on pertinent topics related to the job.

MENTAL DEMANDS

Ability to maintain highly confidential information; communicate clearly both orally and in writing. Write simple and complex reports and correspondence. This employee must have strong computer skills including Microsoft software, Google Suite, and procurement systems. Be able to understand and submit online reports as required. Have the ability to learn new systems and software. Strong analytical and problem-solving skills are essential.

PHYSICAL DEMANDS

While performing the duties of this position an employee is regularly required to sit, talk, and hear. The employee is frequently required to walk and use fingers and controls. The employee is occasionally required to stand, reach, bend, lift, and carry up to 30 pounds. Close vision ability to look at a computer screen for long periods is required.

ENVIRONMENTAL CONDITIONS

Work is primarily performed in a temperature-controlled office environment. The role occasionally requires visits to a non-temperature controlled warehouse. During these visits, exposure to varying weather conditions, dust, and warehouse machinery may occur.

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee.

TERMS OF EMPLOYMENT

Employment will be on an at-will basis for 12 months with two weeks vacation, beginning July 1, or from the time of employment for the duration of the school year with prorated vacation and/or personal leave. The Purchasing Specialist will be provided a work calendar showing the specific daily work schedule of the employee. The work calendar may be modified by the Board of Education at any time, as needs dictate. Eight hours will constitute a workday for the Purchasing Specialist. The yearly salary will be disbursed in twenty-four (24) equal payments.

EVALUATION

Performance of this job will be evaluated annually in accordance with the provisions of the Board's policy on evaluation of support staff personnel.

Approved: October 21, 2024