Purchasing Specialist II - Wichita Falls Independent School District

Job Title:                      Purchasing Specialist II

Reports to:                   Purchasing Supervisor

Dept./School:               Central Business Office

Wage/Hour Status:       Nonexempt

Pay Grade:                   Clerical 6/239 Days

Date Revised:              03/05/2024

Primary Purpose:

Assist in the procurement of supplies and equipment for the district. Work under close supervision and follow established purchasing policies and procedures to process bids, quotations and purchase orders.

Qualifications:

Education/Certification:

High school diploma or GED

Special Knowledge/Skills:

Knowledge of procedures for purchasing and invoicing supplies and equipment

Ability to work with numbers in an accurate and rapid manner

Ability to analyze and organize a complex filing system of bid-related documentation

Proficient keyboarding and file maintenance skills

Ability to use calculator (10-key by touch)

Ability to use personal computer and software to develop spreadsheets, databases, and do word processing

Effective communication and interpersonal skills

Experience:

Five years clerical and accounting experience desired. TASBO certification or willingness to work toward TASBO certification.

Major Responsibilities and Duties:

Purchasing

1. Ensure purchases are in compliance with Federal, State and Local laws, TEA guidelines, WFISD Board policies, regulations and administrative procedures.

1. Assist in obtaining and studying comparative prices and quotations.

1. Assist in purchasing supplies and equipment for the district by competitive bidding, informal quotations, and negotiations following established district criteria and state purchasing rules.

1. Preparation of bidding documents, including notice and instruction to bidders, specifications, and form of proposal.

1. Analyze bid quotations and make recommendations regarding awarding of contracts.

1. Work cooperatively with district personnel to determine appropriate specifications, sources, availability, pricing, shipping, and receiving.

1. Assist in initiating contact with vendors to check on supply and equipment availability, invoices, purchase orders, and contracts.

1. Coordinate and facilitate district travel, rental car, travel card, and prepare travel packets for travelers.

1. Review all travel expense reimbursement.

1. Facilitate all district retail, travel cards, and reconciliation.

1. Facilitate all purchasing card transactions and reconciliations.

1. Coordinate with the warehouse to resolve receiving discrepancies.

Clerical

1. Prepare and maintain vendor and bidder lists.

1. Detect and resolve problems with incorrect orders, invoices, and shipments.

1. Prepare correspondence, forms, manuals, reports, purchase orders, and payment authorizations using personal computer.

1. Maintain complex physical and computerized files for the department.

1. Print and process purchase orders by fax, phone and/or orders to be placed online.

1. Maintain supply and equipment needs/usage for the department. Submit requisitions and requests as needed.

1. Other related duties as assigned

1. Regular Attendance

Supervisory Responsibilities:

None.

Equipment Used:

Personal computer, copier, calculator, label maker and projector.

Working Conditions:

Mental Demands/Physical Demands/Environmental Factors:

Repetitive hand motions; prolonged use of computer. Maintain emotional control under stress.

Ability to perform physical activities such as, but not limited to, lifting items up to 20 pounds unassisted, bending, stooping, standing climbing or walking

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The foregoing statements describe the general purpose and responsibilities assigned to this job and are not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.

Equal Opportunity Employer: Applicants for all positions are considered without regard to race, color, sex, (including pregnancy), national origin, religion, age, disability, genetic information, veteran or military status, or any other legally protected status.  Additionally, the district does not discriminate against an applicant who acts to oppose such discrimination or participates in the investigation of a complaint related to a discriminating employment practice.

The district Title IX Coordinator is Dayna Hardaway, Executive Director or HR, 1104 Broad St., Wichita Falls, TX 76307 940-235-1012

Questions regarding posted positions should be addressed to Human Resources 940-235-1012.