Procurement Specialist I

POSITION PURPOSE: This position will assist in the administration of the purchasing card (P-Card) program and accounts payable in accordance with District Policies.

ESSENTIAL FUNCTIONS:

• Assist with the management and oversight of the district-wide P-Card Program to include developing policies and procedures, internal controls, training, card issuance and cancellations, purchase monitoring, communicating with card holders, and approving users and limits.
• Assist in providing oversight and daily management by assisting stakeholders, recommend spending limits, and provide training to cardholders in fiscal responsibilities.
• Performs daily audits of transactions of P-Card users.
• Assist with management of cardholder lists.
• Make independent decisions to resolve daily issues with P-card Program to include disputes, lost/stolen, fraudulent transactions and other urgent and escalating issues.
• Communicate P-Card information to users on a regular basis.
• Perform objective internal monitoring on P-Card transactions for compliance with district policies and procedures.
• Evaluate the selected transactions ensuring card holder, principals and district leadership activities follow program procedures and guidelines by advising, counseling and guiding appropriate practices.
• Document and report apparent cardholder violations in accordance with departmental and program guidelines. Explain and advise on the fundamental principles behind the program concept and takes action to resolve the incorrect/improper action and/or behavior.
• Assist with training program for P-Card for new users and refresher training.
• Monitor transactions for misuse.
• Review, analyze and process accounts payable for the district, ensuring compliance with district, state and federal policies and guidelines.
• Oversee and process payments to vendors.
• Verify and validate account codes.
• May assume additional responsibilities in the absence of the Procurement Specialist II.
• Exhibit excellent customer service skills to both internal and external suppliers and customers.
• Perform other duties as assigned.

ADDITIONAL DUTIES: Performs other related tasks as assigned by the Principal, Superintendent or other district office administrator as designated by the Superintendent.

QUALIFICATIONS:

• H.S. diploma or equivalent.
• Minimum of one (1) year of experience in an accounting related field or as a P-card administrator, or similar related position in a K-12 public school setting or in another public government setting (i.e. City, County, State, etc.).
• Associate degree in accounting or related field. Two (2) additional years of similar or relevant experience may be substituted for this requirement.

EXPERIENCE:

• To perform this job successfully, an individual should have demonstrated a high level of skill and knowledge of financial database, spreadsheet, and word processing software applications.
• Must become proficient in the use of software provided by a financial institution.
• Working knowledge of other office equipment and machines, such as a copier, fax, calculator, etc. are essential.

TECHNICAL SKILLS, KNOWLEDGE & ABILITIES:

• Written and verbal communication, math, microcomputer/keyboarding and strong interpersonal skills.
• Basic knowledge purchase card program and local, state and federal policies.
• Strong understanding of Program Requirements and expectations to grow spend.
• Strong analytical skills to identify and interpret trends in data and areas of opportunity.
• Ability to promote and follow Board of Education policies, District Policies, building and department procedures.
• Ability to stay current with district policy, standards and training in the areas of data quality, data privacy, and cyber-security with respect to student and staff data, and related information systems.
• Ability to communicate, interact and work effectively and cooperatively with all people, including those from diverse ethnic and educational backgrounds. Willingness to contribute to cultural diversity for educational enrichment.
• Ability to promote excellent customer service including but not limited to:
  • responding to requests in a timely manner
  • conducting themselves in a professional and respectful manner
• Ability to recognize the importance of safety in the workplace, follow safety rules, practice safe work habits, utilize appropriate safety equipment and report unsafe conditions to the appropriate administrator.

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential responsibilities and functions of the job and are not meant to be all inclusive. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential responsibilities and functions of the job.

Unless reasonable accommodations can be made, while performing this job the staff member shall:

• Use strength to lift items needed to perform the functions of the job.
• Sit, stand and walk for required periods of time.
• Speak and hear.
• Use close vision, color vision, peripheral vision and depth perception along with the ability to focus vision.
• Communicate effectively in English, using proper grammar and vocabulary. American Sign Language or Braille may also be considered as acceptable forms of communication.
• Reach with hands and arms and use hands and fingers to handle objects and operate tools, technology equipment, computers, and/or controls.

WORK PLACE EXPECTATIONS:

• Work effectively with and respond to diverse cultures or backgrounds.
• Demonstrate professionalism and appropriate judgment in behavior, speech, and dress in a neat, clean and professional manner for the assignment and work setting.
• Have regular and punctual attendance.
• Follow all District policies, work procedures, and reasonable requests by the proper authorities.
• As an employee of Beaufort County School District, I am to adhere to confidentiality as directed by Federal, State and Local Laws/Regulations; and in accordance with district administrative rules as it pertains to sensitive information, employee information and student information. Failure to adhere to confidentiality may result in disciplinary actions, up to and including termination of employment.

REPORTS TO: Director of Procurement and Business Systems

DAYS PER YEAR: 260

SALARY CLASSIFICATION: Paid on the Classified Staff Salary Schedule - LEVEL110

EMPLOYEE GROUP: Classified

FLSA STATUS: Non-Exempt
EMPLOYEE'S ACKNOWLEDGEMENT STATEMENT:

1. I have reviewed the above position description and understand its contents.

2. I am aware that my position description may be revised or updated at any time and once notified of changes, I remain responsible for knowledge of its contents.

3. I hereby certify that I possess the physical and mental ability to fulfill the essential functions of the above position with or without reasonable accommodation(s). If I require accommodation(s) in order to fulfill any or all of these functions, I agree to provide information to the District regarding the requested accommodation(s).

Employee's Name (Print): ___________________________________

Employee's Signature: ________________________________

Date: __________________________

THE BEAUFORT COUNTY SCHOOL DISTRICT IS AN EQUAL OPPORTUNITY EMPLOYER