Administrative Assistant - Director of Purchasing & Materials Management

Purchasing Office Facilitator

Facilitate the efficient operation of the purchasing office. Be responsible for the purchase of goods, inventories, supplies, services, and equipment through the approved procedures. Actively engage in actions that contribute to the overall mission and strategic plan of Clear Creek ISD.

Qualifications

High School diploma or GED

Excellent communication and public relations skills

Proficient computer and typing skills

Working knowledge of general office procedures and equipment

Strong organizational and file maintenance skills

Competent math skills

Expertise in Windows, Microsoft Office, email, and calendar/scheduling system

Working knowledge of eFinance and Kronos (preferred)

Ability to maintain confidentiality, multi-task, and work with little supervision

High ethical standards

Minimum of 3 years successful secretarial experience

Experience in the purchasing environment preferred

Major Responsibilities and Duties

1. Perform the usual office routines and practices associated with a productive office.
2. Interface with district employees and vendors and maintain a positive relationship.
3. Respond to purchasing inquiries and investigate questions from vendors or district employees.
4. Provide assistance and information concerning purchasing procedures.
5. Advertise, and distribute bids to vendors.
6. Provide bid information for all appropriate district employees.
7. Prepare purchasing agenda for the monthly Board of Trustees agenda.
8. Maintain database for all vendor information.
9. Interface with buyers regarding bid file activity from advertisement through recommendation of award to the Board.
10. Compile and organize all bid file documentation.
11. Obtain quotations in accordance with district procedures.
12. Maintain all consulting agreement contracts.
13. Assist with review of requisitions entered for compliance with proper budget coding as required by the Financial Accountability System Resource Guide (FASRG).
14. Assist with the review of requisitions entered for compliance with district, state and federal guidelines.
15. Assist with compliance with federal laws and guidelines according to the Department of Education General Administrative Requirements (EDGAR).
16. Acknowledge 1295 (Ethics) Forms.
17. Verify the System for Award Management (SAMS) records for all vendors on a bid
18. Monitor budget transactions; prepare requisitions and budget transfers electronically
19. Manage all records for department.
20. Prepare interview folders and set up interviews of applicants.
21. Maintain a current and accurate roster of departmental employees.
22. Supervise the payroll process in Kronos.
23. Exhibit CCISD Core Values of trustworthiness, respect, responsibility, fairness, caring, and citizenship.
24. Actively engage in actions that contribute to the overall mission and strategic plan of Clear Creek ISD.
25. Stay up-to-date professionally through the selection of quality professional learning opportunities for personal growth.
26. Research district policy, precedent, and current practices prior to taking action.
27. Participate as an effective team member who contributes to district, department, and content goals.
28. Demonstrates proficient levels of technology applications.
29. Participates fully in drills and safety exercises to provide for the safety and overall emotional wellbeing of students.
30. Utilize time wisely for effective management of job responsibilities.
31. Maintain punctuality in daily work times, appointments, and meetings.
32. Meet task completion deadlines established by supervisor.
33. Maintain friendly customer-service-driven interactions with all stakeholders, students, teachers, administrators, and co-workers.
34. Work cooperatively with co-workers and supervisors to ensure that the goals of the school/department are met.
35. Maintain a positive and professional tone in all communication (i.e. email, written, and verbal).
36. Perform other duties and accept other responsibilities as assigned.

Working Conditions

Mental Demands: Effective verbal and written communication; concentration while performing duties; ability to attend to detail; ability to maintain emotional control under stress; ability to work with frequent interruptions; interpret policy and procedures; maintain accurate and auditable records

Physical Demands/Environmental Factors: Moderate standing, walking, bending, lifting; prolonged sitting and use of a computer; repetitive hand motions.

Terms: 230 days

Pay Grade: PARA 6