Secretary, Director of Purchasing

Open Until Filled

PRIMARY PURPOSE:

Effect the efficient operation of Purchasing Office routines and practices associated with a busy and smoothly-run office.

QUALIFICATIONS:

Minimum Education/Certification:

High School Diploma or equivalent

Typing test greater than or equal to 40 WPM

Special Knowledge/Skills

Knowledge of school district organization, operations, and administrative policies

Effective written and oral communication, public relations, organizational and interpersonal

skills

Work collaboratively with District and School personnel

Proficient computer skills and file maintenance

Use software to develop spreadsheets, perform data analysis, and do word processing

Working knowledge of data processing systems and financial/accounting applications

Ability to operate other office machines

Flexible and able to adjust easily to changes in daily routine and timelines

Work independently without direct guidance and supervision

Handle multiple projects and activities simultaneously, and meet deadlines

Work Conditions:

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 including prolonged keyboarding & use of a mouse;

manual dexterity; occasional reaching

Lifting: Occasional lifting and carrying (less than 50 pounds)

Environment: Work with frequent interruptions in a small office space; Must maintain

professional demeanor under stress; Must have problem-solving skills.

Regular attendance is an essential function

Minimum Experience:

Three years or more in school system bookkeeping or five years' experience in general

clerical/bookkeeping responsibilities

MAJOR RESPONSIBILITIES AND DUTIES:

• Online receiving in PeopleSoft for services and school deliveries.
• Screen vendors for all buyers, Purchasing Manager and Director of Purchasing.
• Screen vendors for addition to vendors' list and maintains all letters of reference.
• Maintain Forms, 1295, COI, contracts.
• Maintain Contract Book on line, updating contracts on ESCFS1 as needed for schools access.
• Place orders for Purchasing and Warehouse.
• Reconciliation of Purchasing card.
• Record all incoming bids and sorts by date.
• Keep track of renewal dates and writes letters of extension for bids being renewed.
• Process purchase requests for equipment repairs.
• Process incoming calls from schools and vendors concerning a variety of questions and problems.
• Maintain appropriate postage in ESC meter up to $9000.00, and orders supplies for postage meter.
• Responsible for Purchasing Department exempt employee absences.
• Serve as receptionist to the public and professional clientele.
• Distribute and work Purchasing Department mail.
• Process incoming calls concerning maintenance and equipment.
• Keep files current by following up on orders as needed and boxes up files by year for storage.
• Maintain a traditional and electronic filing system for correspondence from vendors.
• Operate Dell running MSWindows, MSWord, , Excel, and Google Sheets.
• Assist other office personnel with their assignments as needed.
• Maintain confidentiality of information.
• Follow district safety protocols and emergency procedures.
• Comply with policies established by federal and state laws and regulations, and local board policy.
• Perform other duties as assigned