Purchasing Secretary (26-27 SY) - Purchasing Department

IRVING INDEPENDENT SCHOOL DISTRICT

PURCHASING AND INVENTORY SECRETARY

JOB DESCRIPTION

JOB TITLE: Purchasing Secretary

CALENDAR: 230 days

REPORTS TO: Director of Purchasing

PAY GRADE: Paraprofessional 060

DEPARTMENT: Purchasing

DATE REVISED: March 2026

A Letter of Assurance will be issued for this position.

PRIMARY PURPOSE: Perform administrative functions of the Purchasing Department related to the effective purchasing of supplies and equipment for the District. Provide quality Customer Service to Campus and Administrative Department Personnel, Vendors, and other customers of the Purchasing Department

QUALIFICATIONS:

Minimum Education/ Special Knowledge/Skills:

• High School Diploma or GED
• Excellent skills in typing, communicating, word processing, and spreadsheets (Excel)

Minimum Experience :

• Three (3) years of clerical/secretarial experience or other equivalent experience or background

MAJOR RESPONSIBILITIES AND DUTIES: Provide quality Customer Service to Campus and Administrative Department Personnel, Vendors, and other customers of the Purchasing Department.

1. Prepare correspondence, reports, and forms from dictation, drafts, and self-composition.

1. Screen incoming telephone calls, providing information when appropriate and directing other calls to the appropriate person.

1. Organize, Maintain Contract & Bid Files, and other records (Physical files and Electronic Files) in logical, organized for quick access and retrieval, both paper files and computer documents and spreadsheets.

1. Knowledge of retention schedules.

1. Receive mail and other correspondence and properly route them for processing.

1. Order department supplies and enter data into all online systems.

1. Process and route Contracts for Review and Signatures, including Sole Source requests.

1. Complete and finalize vendor registrations in the Financial system and the Electronic bid system, including new vendors, officials, staff & vendor self-service.

1. Maintain District Approved vendor list from multiple Purchasing Cooperatives.

1. Log Purchase Orders for reports to cooperatives (Buyboard, TIPS, HCDE and TCPN) for district rebates

1. Manage Verizon MiFi unit for District (not technology) (46)

1. Manage AT&T Cell phones for District employees (131)

1. Maintain department Webpage including uploading bids, forms and other information as directed.

1. Submit newspaper ads for Bids & RFP and Maintain Purchase Order(s) for Advertising

1. Manage Copier Fleet invoice, including JV's from each department and campus location, responsible for Yearly Purchase Order.

1. Purchasing Conference Room Scheduling

1. Maintain, Revise, and Create department forms, as directed

1. Prepare Tax Exempt Forms for vendors

1. Prepare and edit Board Documents for the Purchasing Department and coordinate Board Agenda Items with the Business Office and the Superintendent's Office

1. Prepare the pre-bid sign-in sheet and any applicable information to be handed out during the meeting.

WORKING CONDITIONS:

Physical/Mental Demands: Ability to communicate effectively; ability to operate a computer; ability to commit detailed procedures to memory. Repetitive hand motions; prolonged sitting.

Safety: Perform all duties in a safe and responsible manner. Observe all safety precautions.

The information in this job description is for compliance with the Americans with Disabilities Act (ADA). Preceding 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. Reasonable accommodation may enable individuals with disabilities to perform the essential functions.


This document describes the general purpose and responsibilities assigned to this job. It is not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.