794 - PURCHASING SPECIALIST

QUALIFICATIONS:        

  1. High School diploma or GED; business school, thirty semester hours of college credit or three years related experience preferred.

  2. Demonstrates interest in and aptitude for work to be performed.

  3. Ability to grow professionally.

  4. Keyboarding and computer proficiency; computation skills.

  5. Organizational and communication skills.

REPORTS TO:            DIRECTOR OF PURCHASING         

JOB GOALS:                 

  1. Maintain up-to-date computer vendor files for purchase orders and bid proposals.

  2. Accurate data entry for all district purchase orders.

  3. Function as information conduit between supervisor and other district employees, vendors, and public.

TERMS OF EMPLOYMENT:  Non-contractual (At-will); Clerical/Technical Paygrade 5 Estimated 226 days;  estimated 8 hours daily; Wage/hour status:  Nonexempt

MAJOR RESPONSIBILITIES AND DUTIES
 

  1.  

Enter District purchase order requisitions and produce purchase orders with approval of director of purchasing.

  1.  

Verify all funding codes for accuracy and available funds; if over budget return to originator.

  1.  

Supervise the breaking down and distribution of purchase orders.

  1.  

Maintain an accurate up-to-date vendor files for the purpose of ordering supplies and equipment.

  1.  

Maintain for bid files; advertisement; and publishing.

  1.  

Compile pricing information on the purchase and maintenance of typewriters, copy machines, calculators, audio visual equipment, duplicating machines, micrographic services, piano tuning, sewing machines, etc., for campus operating budgets.

  1.  

Post all budget information and produce same for the District; distribute same to all campuses and departments.

  1.  

Assist in creating and revising of bids for the District in compliance with Texas Education Agency (TEA) and  State of Texas mandates.

  1.  

Assist in gathering information for bid proposals on personal property $25,000 and above, in compliance with all published regulations.

  1.  

Assist in gathering information for formal quotes or quotes on personal property between $10,000 and $25,000 in compliance with all published regulations.

  1.  

Maintain working knowledge of applicable bid laws pertaining to legal statutes governing school districts.

  1.  

Assist in composing mailing lists for bids from bid files and letters from vendors.

  1.  

Enter all bids in computer and produce copies to be mailed to prospective bidders.

  1.  

Ensure all bid files contain the proper information in compliance with legal requirements.

  1.  

Assist in posting bid tabulation and preparing bid results for the director of purchasing and board of trustees.

  1.  

Maintain resource catalog files, magazines, etc., for vendor request to be used in writing bid specifications on all equipment and supplies for District.

  1.  

Maintain maintenance agreement log for equipment on each campus and the administration complex.

  1.  

Contact vendors when equipment is in need of service and/or repair.

  1.  

Contact necessary agencies for rental vans or charter buses; report same to insurance company on rental vehicles.

  1.  

Book transportation and maintain a travel log for reference.

  1.  

Answer telephones; receive callers; maintain record of all calls.

  1.  

Process incoming and outgoing mail.

  1.  

Type correspondence and memos; order supplies.

  1.  

Communicate with vendors about price increases; about expediting orders; concerning back-orders and/or problems with shipping.

  1.  

Contact originators concerning price increases and back-orders; process accordingly.

  1.  

Facilitates critical departmental functions and decisions in the absence of the Director of Purchasing.

  1.  

Conduct public bid openings as advertised in newspaper, as to place, time, and date.

  1.  

Read aloud bid prices and exceptions to contractual requirements, and bid specifications.

  1.  

Complies with directions and instructions from supervisor and performs other tasks and assumes such responsibilities as may be assigned.

  1.  

Maintains positive and cooperative working relationships with colleagues and others in the conduct of district business and demonstrates team work in daily activities.

  1.  

Is prompt, timely, and thorough in completing assignments and attending to details accurately and efficiently.

   32.

Meets attendance standards and complies with notification procedures for absences.

  1.  

Provides complete and accurate information in the conduct of district business.

  1.  

Maintains confidentiality in the conduct of district business.

  1.  

Complies with district policies, as well as state and federal laws and regulations.

  1.  

Adheres to the district’s safety policies and procedures.

  1.  

Participates in staff development training programs to improve job performance.

  1.  

Participates in meetings and special events as assigned.

 

EQUIPMENT USED:

                Uses computer (IBM Wheelwriter 3, DW3, Word Perfect) typewriter, printer, and copier.

WORKING CONDITIONS:

                Mental Demands:  Reading; ability to perform basic arithmetic; ability to communicate effectively (verbal and written); maintain emotional control under stress. 

                Physical Demands/Environmental Factors:  Repetitive hand motions; prolonged uses of computer.  Works with frequent interruptions.

The foregoing statements describe the general purpose and responsibilities assigned to this job and are not an exhaustive list of all responsibilities, duties and skills that may be required. 11/03 sr