Purchasing Specialist

Purchasing Specialist

Exemption Status/Test: Nonexempt

Reports to: Director of Purchasing

Dept./School: Business Services

Primary Purpose:

Assist in the procurement of material and equipment for the district. Work under close supervision and follows established purchasing procedures to process bids 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 software to develop spreadsheets, databases, and do word processing

Effective organizational, communication, and interpersonal skills

Experience:

____ years clerical and accounting experience

Major Responsibilities and Duties:

Purchasing

1. Process bids and purchase orders as directed and in accordance with established procedures.
2. Assist staff in preparing purchase orders, verifying available funds and authorizations before purchase, and maintaining accounts.
3. Assist with the preparation of bidding documents, including notice and instruction to bidders, specifications, and proposal forms.
4. Contact vendors to check on supply and equipment availability, invoices, purchase orders, contracts, and other issues as directed.
5. Detect and resolve problems with incorrect orders, invoices, and shipments.

Clerical

1. Prepare and maintain vendor database and bidder lists.
2. Prepare correspondence, forms, manuals, reports, purchase orders, and payment authorizations using personal computer.
3. Compile, maintain, and file all reports, and other documents as required.

Other

1. Follow district safety protocols and emergency procedures.

Supervisory Responsibilities:

None.

Mental Demands/Physical Demands/Environmental Factors:

Tools/Equipment Used: Standard office equipment including personal computer and peripherals

Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting

Motion: Repetitive hand motions; frequent keyboarding and se of mouse; occasional reaching

Lifting: Occasional light lifting and carrying (less than 15 pounds)

Environment: May work prolonged or irregular hours

Mental Demands: Work with frequent interruptions; maintain emotional control under stress