Office Specialist - Purchasing - Washington Elementary School District #6

Pay Grade: 4135

Position Control: 3113

Department: Purchasing

Accountable To: Director of Purchasing

FLSA Status: Non-exempt

Summary: Under general direction, incumbent(s) provides purchasing support to District schools and departments. Incumbents are relied upon to make final checks on requisitions, make needed requisition changes, obtain and review supporting documentation for requested purchases, and process purchase orders. To perform one or more of the following functions: reviewing paperwork and documentation, answering questions, and providing assistance in the purchasing department.

Essential Functions:

• Reviews reports, paperwork, and other information for completeness and accuracy including requisitions, information for publication, purchase orders, bid proposals, quotes, budgeting codes, and invoices.
• Answers questions and provides information regarding vendors, price changes, fund availability, fund transfers, invoices, after-the-fact purchases, district credit cards, and publications.
• Makes corrections and adjustments necessary for accurate records and information including adding or correcting requisitions, vendors, vendor contact information, and remit addresses.
• Processes requisitions, submits purchase orders to the appropriate party for processing, and conducts order follow-up as needed.
• Prepares agendas and backup documentation for Office Manager meetings or other meetings as requested. Provides Office Manager training and support to end users who utilize the Financial System to make purchases for their school or department.
• Collects and maintains updated insurance certificates for the District and reviews all incoming mail. Assist with credit card use and provides follow-up as needed.
• Performs data entry into automated programs for purchase requisitions, purchase order revisions, and budget transfers. Orders and maintains department supply needs.
• Performs other duties as required.

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 office-related experience.

Preferred Qualifications:

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

• Two years of work experience in a public school system.
• Experience working with the Financial System, School ERP Pro.
• Purchasing experience in a school environment.

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:

• Applying proper grammar and writing techniques;
• Applying finance, accounting, and budgetary applications;
• Working independently to meet priorities and deadlines;
• Applying purchasing practices;
• Compiling state and federal reports as required by the Dept. of Ed;
• Collecting and analyzing data;
• Maintaining records;
• Knowing district policies and procedures;
• Knowing applicable federal and state laws;
• Applying problem-solving techniques;
• Understanding of education-related programs;
• Understanding Federal Privacy Act;
• Maintaining confidentiality;
• Knowing federal and state reporting practices;
• Using computer software-related programs, including Microsoft Word and Excel;
• 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; use hands to finger, handle, or feel and talk or hear. The employee is occasionally required to stand; walk; reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl, and taste or smell. The employee must regularly lift and /or move up to 10 pounds, frequently lift and/or move up to 25 pounds, and occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include Close vision, Distance vision, Peripheral vision, Depth perception, and 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.

While performing the duties of this job, the employee is occasionally exposed to work near moving mechanical parts; toxic or caustic chemicals; risk of electrical shock and vibration. 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.

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