Purchasing Specialist - Finance

Administrative/Purchasing Assistant

Perform administrative/purchasing duties to assist the Purchasing Coordinator in assuring District compliance with State purchasing regulations.

Minimum Education/Certification: Two years of relevant college preferred.

Minimum Experience: 2-5 years of business experience preferred; preferably 2 years in purchasing.

Special Knowledge and Skills: Excellent communication skills. Technical and practical knowledge of governmental purchasing and data processing. Knowledge of TEA required account codes. Proficiency with Microsoft Office programs such as Excel, Word, and PowerPoint.

Major Responsibilities and Duties:

• Review campus requisitions for commodity codes usage and accuracy, account code accuracy, vendor selections, and compliance with purchasing policies.
• Monitor commodity codes usage and compliance with purchasing policies.
• Maintain District commodity code listing in accordance with NIGP.
• Print District purchase orders for campuses only.
• Reconciliation of all vendor statements.
• Monitor and research all Purchase Orders outstanding for more than 60 days.
• Backup for departmental Purchasing Specialist.
• Assist various campus personnel with procurement information necessary to maintain compliance with purchasing policies and good fiscal management.
• Process all vendor entry including additions, deletions, and edits.
• Maintain District approved vendor list including all bidding and ancillary vendors.
• Maintain permanent purchasing records.
• Handle the distribution and auditing of District credit cards.
• Assist with the Finance year-end audits.
• Backup Accounts Payable as needed.
• Assist with the preparation and updating of the District Financial Procedures Manual and present at the District-wide Finance In-service to update personnel on procedural changes.
• Serve as liaison of the Finance Department with campus and department personnel as assigned by the Director of Finance.
• Use educational tools available through various seminars, workshops, or in-service programs to enhance job performance.
• Actively participate in professional associations and maintain current certification.
• Demonstrate initiative to develop needed skills applicable to performance of assigned duties.
• Perform financial and school Finance office operations that adequately and efficiently support the District's instructional goals.
• Observe all professional and ethical standards of conduct in performance of duties.
• Perform all duties in an accurate and timely manner.
• Promote positive relations with District administrators and staff and be an advocate of the District's mission within the community.
• Perform other duties as assigned by the Director of Finance.

Wage/Hour Status: Non-Exempt

Pay Grade: Administrative Support 6

Days: 226

Reports to: Director of Finance