Primary Purpose:

Provide clerical and administrative support and training to the Procurement Services Division.

 

Qualifications:

Education/Certification:

• High school diploma or GED certificate, Bachelor’s degree in Business or related content preferred

• Professional certification in purchasing preferred

• Membership in a professional purchasing organization preferred

 

Special Knowledge/Skills:

• Ability to effectively utilize computers with experience in Microsoft Windows applications (Word, Excel, PowerPoint, Applications and Various Software)

• Ability to work with numbers in an accurate and rapid manner

• Ability to organize, prioritize, and meet established deadlines and handle multiple tasks

• Ability to maintain accurate, confidential and auditable records.

• Ability to communicate effectively (verbal and written) using proper English grammar

• Ability to prepare periodic purchasing reports via various software.

 

Experience:

• Two years purchasing experience preferred

• Two years purchasing experience with a school district or public agency preferred.

 

Major Responsibilities and Duties:

• Organize and prioritize daily work assignments to ensure completion of assignments.
• Process requisitions and purchase orders.
• Maintain internal purchasing division file system.
• Manage Purchasing Portal and Pro Depot.
• Upload correspondence to the Purchasing Portal and Share Drive.
• Assist in processing purchase orders valued up to $10,000.
• Assist in expediting outstanding purchase orders.
• Setup TASBO classes to be taught at HCDE.
• Assist in processing change orders.
• Verify completeness and accuracy of paperwork from divisions.
• Provide PowerSchool purchasing module training to user departments.
• Process new vendor packets and verifying completeness of documents.
• Add vendors to PowerSchool database and update vendor information, as needed.
• Assist in processing RFPs, bids, and contracts.
• File contracts and maintain database of all contracts.
• Assist with P-Card process as needed.
• Verify status of vendors in the Excluded Parties List System (EPLS or SAM).
• Maintain good public relations with all parties for purchasing services.
• Provide excellent customer service to all users regarding all purchasing functions.
• Maintain confidentiality.
• Support Procurement staff with administrative requirements.
• Assist in compiling Board agenda information.
• Assist in entering budgets and completing documentation during the annual budget process. 
• Assist with the preparation and submission of procurement award applications.
• Check RFP proposers’ references.
• Perform other duties as assigned.