Primary Purpose:

Assist the Purchasing Department with complex projects and daily purchasing-related functions and responsibilities in sourcing, vendor management, and district purchasing card program. Serve as representative of the department when conducting and attending purchasing-related discussions and meetings.

Minimum Qualifications:

Education/Certification

• High school diploma or GED (Recognized by the Texas Education Agency or Regional Accrediting Agency).
• Candidate must have satisfactory outcome of fingerprinting background check. Non-refundable fee (approximately $50) paid by employee.
• TASBO certification preferred, or willing to acquire within 1 year.

Knowledge/Skills:

• Knowledge of Texas public school procurement procedures, financial coding system, legal regulations.
• Knowledge of federal, state, and local laws and regulations with respect to public procurement.
• Knowledge of board policies and procedures related to purchasing.
• Knowledge and application of RFP, CSP, RFQ, ITB/IFB, quote, and Cooperatives purchases.
• Advanced software/application skills in operating Windows applications - Microsoft Word, Excel, Skyward, Bonfire, PaymentWorks, Google.
• Proficient keyboarding and file maintenance skills.
• Ability to use software to develop spreadsheets, databases, and do word processing.
• Effective organizational, communication, and interpersonal skills.

Experience:

• Two (2) years school district experience or public procurement experience

Major Responsibilities and Duties:

• Manage the department purchasing inbox for incoming emails.
• Assists staff in preparing purchase orders, verifying available funds and authorizations before purchase, and maintaining accounts.
• Contact vendors to check on supply and equipment availability, invoices, purchase orders, contracts, and other issues as directed.
• Coach, train, and mentor staff on purchasing processes and procedures, and applicable software; also, act as resources to the purchasing department.
• Create and develop training materials and presentation on purchasing policies, processes and procedures for the district.
• Prepare and maintain vendor list.
• Assist with the preparation of bidding documents, including notice and instructions to bidders, specifications, and proposal forms.
• Prepare correspondence, forms, manuals, reports, purchase orders, and payment authorizations using personal computer.
• Compile, maintain, and file all reports, and other documents as required.
• Assist with aspects of the Purchasing Card Program, which includes training cardholders and reconciling the program.
• Assist with the Vendor Management program, to include initiating new vendors and updating current vendors.
• Provide administrative support for the Business Office.
• Assists with district travel needs, to include reviewing submitted documents for necessary information.

(The following statements describe the general purpose and responsibilities assigned and should not be construed as an exhaustive list of all responsibilities, skills, efforts, or working conditions that may be assigned or skills that may be required.)

Professionalism:

The Educators' Code of Ethics is set forth in Texas Administrative Code to provide rules for standard practices and ethical conduct toward students, professional colleagues, school officials, parents, and members of the community.

• Rule §247.1 Purpose and Scope; Definitions
• Rule §247.2 Code of Ethics and Standard Practices for Texas Educators

Organizational Management :

• Self-starter/motivated, organized, and detail-oriented.
• Direct and resolve problems with incorrect orders, invoices, and shipments.
• Follow district safety protocols, and emergency procedures.
• Off-site visits and meetings as required by the department.
• Excellent written and verbal communication, public relations and organizational skills.
• Ability to maintain confidentiality of work-related information and materials.
• Above average word processing and spreadsheet skills.
• Complete assigned tasks with minimal direct supervision.
• Ability to work within a team.
• Ability to work with and provide excellent customer service to both district staff and vendors.

Communication and Community Relations:

The Purchasing Specialist promotes a positive tone or the Purchasing Department and Business Office through activities such as the following:

• Prepare correspondence using district provided computer and email.
• Receive incoming calls, take reliable messages and route to appropriate staff.
  
  

Qualities of an Effective Purchasing Specialist

• Maintain up to date, consistently accurate, and well-organized purchasing documents and follow the record retention schedule for disposal and archive.
• Promptly resolve vendor issue(s) concerning performance, deliverables, and contract as arises and required.
• Attend meetings, trade shows, and conferences to learn about new industry trends and make contacts with suppliers.
• Must have sense of urgency and be proactive.
• Adaptable to change.
• Regular and reliable attendance is an essential job function.

Supervisory Responsibilities:

• None

Equipment:

• District provided computer, printer, calculator, copier, shredder, scanner, fax machine, telephone, and other equipment applicable to the position.

Working Conditions:
Mental Demands/Physical Demands/Environmental Factors:

• Mental demands: Work with frequent interruptions; maintain emotional control under stress; prolonged hours in front of computer.
• Physical demands: lifting, carrying, using, pulling 20 lbs. may be required when samples and/or other items are requested.
• Environment: indoors with occasional outdoor environment.
• Attendance: regular and punctual attendance is required.

The foregoing statements describe the general purpose and responsibilities assigned to this job and are not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.