Purchasing Secretary

Purchasing Secretary

The Perkiomen Valley School District is seeking a highly organized, detail oriented, and customer-focused Purchasing Secretary to support the District's Business Office. This full-time, 12-month position is available on or around September 21, 2026.

This position plays a critical role in supporting the District's purchasing and procurement operations. The Purchasing Secretary is responsible for coordinating purchase orders, maintaining purchasing records, assisting with vendor communications, and supporting financial processes that ensure the efficient operation of the District. The successful candidate will work closely with administrators, staff, and vendors and must demonstrate exceptional organizational skills, accuracy, professionalism, and the ability to manage multiple priorities in a fast-paced environment.

Key Responsibilities

• Process purchase requisitions and purchase orders in accordance with District procedures and budget guidelines.
• Review requisitions for completeness, accuracy, approvals, and account coding.
• Communicate with vendors and District staff regarding purchasing procedures, pricing, product availability, and order status.
• Maintain purchasing records, files, and documentation in accordance with District retention requirements.
• Assist with the preparation and distribution of bid documents, quotations, and purchasing correspondence.
• Monitor purchase orders, invoices, and receiving documentation to support accurate financial processing.
• Assist with reconciliation of purchasing records and resolution of discrepancies.
• Support Business Office operations through data entry, filing, correspondence, scheduling, and document preparation.
• Prepare reports, spreadsheets, and other documents as requested.
• Assist with annual audits and financial reporting activities.
• Maintain confidentiality of financial, personnel, and District information.
• Serve as a resource to District staff, vendors, and community members while providing exceptional customer service.

Qualifications

• Demonstrated experience providing administrative or clerical support in a professional office environment.
• Strong organizational, communication, and interpersonal skills.
• Ability to manage multiple priorities while maintaining a high level of accuracy and attention to detail.
• Strong customer service skills and ability to work collaboratively with staff, administrators, vendors, and the public.
• Demonstrated proficiency with Microsoft Office, Google Workspace, and office technology.
• Ability to maintain confidentiality and exercise sound judgment when handling sensitive information.
• Experience in purchasing, accounts payable, finance, or school district operations preferred.

Education, Training, and Experience

• High school diploma or equivalent required; Associate's degree or equivalent post-secondary education preferred.
• Minimum of three (3) years of clerical or administrative support experience preferred.
• Prior experience in purchasing, accounts payable, school business operations, or public sector finance preferred.
• Experience with financial management software and electronic purchasing systems preferred.

Please refer to the position guide for a more detailed list of responsibilities and qualifications associated with this position.