Purchasing Specialist

Job Title: Purchasing Specialist Exemption Status/Test: Nonexempt

Reports to: Director of Purchasing Date Revised:

Dept./School: Business Services

Primary Purpose:

Assist in the procurement of material and equipment for the district. Work under close supervision and follows established purchasing procedures to process bids and purchase orders.

Qualifications:

Education/Certification:

High school diploma or GED

Special Knowledge/Skills:

Knowledge of procedures for purchasing and invoicing supplies and equipment

Ability to work with numbers in an accurate and rapid manner

Ability to analyze and organize a complex filing system of bid-related documentation

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:

____ years clerical and accounting experience

Major Responsibilities and Duties:

Purchasing

• Process bids and purchase orders as directed and in accordance with established procedures.
• Assist staff in preparing purchase orders, verifying available funds and authorizations before purchase, and maintaining accounts.
• Assist with the preparation of bidding documents, including notice and instruction to bidders, specifications, and proposal forms.
• Contact vendors to check on supply and equipment availability, invoices, purchase orders, contracts, and other issues as directed.
• Detect and resolve problems with incorrect orders, invoices, and shipments.

Clerical

• Prepare and maintain vendor database and bidder lists.
• Prepare correspondence, forms, manuals, reports, purchase orders, and payment authorizations using personal computer.
• Compile, maintain, and file all reports, and other documents as required.

Other

• Follow district safety protocols and emergency procedures.

Supervisory Responsibilities:

None.

Mental Demands/Physical Demands/Environmental Factors:

Tools/Equipment Used: Standard office equipment including personal computer and peripherals

Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting

Motion: Repetitive hand motions; frequent keyboarding and se of mouse; occasional reaching

Lifting: Occasional light lifting and carrying (less than 15 pounds)

Environment: May work prolonged or irregular hours

Mental Demands: Work with frequent interruptions; maintain emotional control under stress