Purchasing Specialist

NORTHWEST INDEPENDENT SCHOOL DISTRICT

Title: Purchasing Specialist (0172)

Reports To: Executive Dir of Purchasing & Contract Management

Duty Days: 235 Days

Wage/Hour Status: Non-Exempt

Pay Grade: P35

Date Revised: 06/2026

Primary Purpose:

Implements processes and systems designed to manage a Purchasing Card (P-Card) program for the district to ensure compliance with adopted Board policies and regulations and applicable law and regulations

Qualifications:

High School Diploma

Successful completion of related college coursework (preferred)

TASBO Certification Preferred

Experience

Three (3) years successful accounting and/or purchasing related experience

Major Duties and Responsibilities:

• Model core organizational beliefs and values; perform duties in an effective and efficient manner for the purpose of supporting and contributing to high student achievement.
• Set up new P-Card accounts, process purchase orders and design workflows for program optimization.
• Investigate and troubleshoot cardholder decline and manage merchant category codes (MCC) for proper usage of Declining Balance/Procurement Card.
• Oversee and perform cardholder reconciliations and monthly clearing of accounts, and ensure audit compliance
• Perform initial and refresher training to minimize program degradation for all card users and approvers.
• Serve as the District liaison between the banks and Northwest ISD to ensure proper data interface/transfer and accurate financial records.
• Approve purchase requisitions related to the P-Card program
• Manage and complete the online process of loading funds onto a Declining Balance Card/P-Card for approved employee use
• Reconcile monthly credit card statements for the P-Card program and submit to Accounts Payable for payment.
• Develop, maintain and distribute a district P-Card manual to support sustainable program success.
• Audit and reconcile all P-Card purchases to ensure compliance with district policies and regulations.
• Compile, maintain, and file all physical and computerized reports, records, and other required documents including auditable accounting records.
• Utilize effective communications skills; ensure that all interactions are supportive, courteous and respectful.
• Maintain confidentiality
• Comply with all policies, operating procedures, legal requirements, and verbal and written directives.
• Participate in staff development training programs to improve job performance
• Comply with the Employee Standards of Conduct.
• Perform other related duties as assigned.
• Responsible for new vendor setup.
• Maintain various Purchasing Forms (1099, W-9, ACH Registration Forms, Insurance)
• Responsible for verification of cooperative purchasing usage.
• Perform some processing of contract requests

SKILLS AND KNOWLEDGE

• Knowledge of purchase card and purchasing procedures
• Knowledge of auditing and accounting principles
• Strong organizational, communication, and interpersonal skills
• Proficiency skills in typing, keyboarding, and file maintenance
• Ability to work with numbers in an accurate and rapid manner
• Ability to use a calculator (10 key by touch)
• Ability to use personal computer and software to develop spreadsheets, databases and do word processing

EQUIPMENT

Computer, printer, calculator, copier, and telephone

Supervisor Responsibilities: None

Working Conditions: Work with frequent interruptions. Maintain emotional control under stress. Occasional prolonged and irregular hours. Position requires frequent bending, stooping, twisting, pulling, overhead reaching, sitting, and keyboarding. Position requires the ability to lift 25 pounds to waist high.

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

Reviewed by Date

Received by Date