Specialist, Purchasing (Purchasing)

POSITION: Specialist, Purchasing (Purchasing)

EXEMPT STATUS: Non-Exempt

NUMBER OF DAYS: According to district approved calendar

DEPARTMENT: Purchasing

REPORTS TO: Director of Purchasing, Purchasing Supervisor

SUPERVISES: None

EDUCATION:

• High School Diploma or GED

EXPERIENCE:

• Prior experience to include: Customer service, Clerical duties, Purchasing, Accounts Payable or Receivable.

POSITION FUNCTION/PURPOSE

This position is responsible for assuring a smooth and efficient processing of all Midland ISD purchase orders including; records maintenance, typing, extensive, large quantity accurate filing, data entry, data verification, and data follow-up. Providing assistance to school personnel regarding purchase orders, status, and problems countered with delivery and Error in Shipments. Assist vendors with information queries on the payment status of invoices.

Essential Functions

• Organize and manage daily work activities.
• Maintain, update/modify Excel files as necessary.
• Provide assistance and guidance to district staff regarding purchase orders, status, errors in shipments, and purchasing-related questions
• Assist vendors with information queries on the status of payments, and invoices received and respond to additional questions or concerns from vendor(s).
• Input/export data from the Midland ISD Enterprise Resource Planning (ERP) system.
• Issue purchasing district credit cards for local purchases and record all information per our Midland ISD procedures.
• Record purchasing requisition documentation and forward it to accounts payable for payment.
• Input district-wide requisitions on high-level or cross-budget purchases.
• If the secretary is absent, match all items required for payment and work for submission to the Finance office.
• Provide excellent customer service for district staff, vendors, and the general public when responding to phone calls, emails, and in-person requests.
• Assist staff travel person with flights, hotel, conferences, and other travel-related duties.
• Provide assistance with contract documentation due diligence.
• Provide fund balance information from school personnel phone inquiries.
• Confirm purchase order invoices.
• Assist with reconciling purchasing card statements, including gathering receipts from staff or outside vendors.
• Review open purchase orders on a monthly basis.
• Assist department/campus staff with commodity code item identification and monitor our commodity code purchases not to exceed our established maximum of $50k for each commodity code per fiscal year.
• Review requisition documentation is accurate and fully completed with required signatures (if applicable)
• Vendor intake: Input, maintaining, and updating vendors in the Enterprise Resource Planning (ERP) system.
• Perform other duties as assigned by the Purchasing Supervisor or Director of Purchasing.

Qualification Requirements

Special knowledge/skills:

1. Accurate typing skills/50wpm

2. Computer skills (Excel, Outlook, similar software, MISD ITTCs)

3. 10 Key by touch

4. Working knowledge of purchasing practices and warehouse procedures.

5. Copier

6. Fax

7. Basic Accounting

8. Ability to file accurately

9. Above-average communication/phone skills

10. Ability to work in stressful conditions

Equipment used:

1. Typewriter

2. Computer

3. Copy Machine

4. 10-Key Calculator

5. Fax Machine

6. Document imaging machine/scanner

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations will be made if necessary while performing the duties of this job.

• Stressful situations
• Eye strain
• Standing
• Reaching above shoulders
• Kneeling
• Bending
• Moderate lifting, 15-44 lbs.
• Moderate carrying, 15-44 lbs.
• Data entry continuously during the work day.

Specific vision abilities required by this job include close vision, distance vision, color vision, and the ability to adjust focus. Regular attendance is required.

Work Environment

The environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Normal office environment

The above statements are intended to describe the general nature and level of work being performed by people assigned to this job. They are not intended to be an exhaustive description of all work requirements and responsibilities. Additionally, the minimum level of education noted as a requirement could be supplemented by commensurate experience and/or certification(s) as determined by the hiring manager.

Revised

11/01/2023

All MISD employees are expected to maintain an extreme degree of confidentiality by following the Family Educational Rights and Privacy Act (FERPA) for student information and the Health Insurance Portability and Accountability Act of 1996 (HIPAA) for employee and student information.

Midland Independent School District provides equal employment opportunities to all employees and applicants for

employment and prohibits discrimination and harassment of any type without regard to race,

color, religion, age, sex (including pregnancy), national origin, disability status, genetics, protected veteran status,

sexual orientation, gender identity or expression, or any other characteristic protected by

federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring,

placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and

training.