Purchasing Specialist

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Position: Purchasing Specialist

Location: District Office

Schedule: 8:00am-4:30pm, Monday-Friday (includes a .5hr of unpaid lunch)

Work Year: 260 paid days per year

DEFINITION:

Under the direction of the assigned supervisor, provides administration in purchasing of goods and services for the District, Grants, and General Obligation Bond Projects. The Purchasing Specialist is responsible a variety of technical duties in the purchase of District supplies, materials, equipment and services; obtain quotes, process bids and review purchase orders and specifications; order items in accordance with District policies and procedures; maintain purchasing data and records; processes and monitors current vendor contracts; conducts staff training related to purchasing system operations as assigned.

JOB RELATIONSHIPS:

Supervised by the assigned supervisor, works cooperatively with other Fiscal Services office personnel, District office staff, warehouse personnel, department supervisors, principals, school office personnel, and teachers.

ESSENTIAL FUNCTIONS:

• reate, edit, review, and process purchase requisitions for compliance with governmental, county, district, and local policies, and procedures, regulations and requirements prior approval and printing of purchase orders.
• Researches and evaluates sources of supply; obtains written or verbal quotations from vendors; processes and evaluates formal bid specifications and contracts as assigned; assures compliance with applicable laws, codes, rules and regulations related to formal and informal bidding procedures.
• Prepare bids and quotes, comply with legal requirements for advertised bids, locate and review sources of supply and analyze bids for compliance and content.
• Distribute purchase orders and documents to vendors, sites, and departments in a timely manner.
• Advises district personnel about California Uniform Public Construction Cost Accounting Act (CUPCCAA) procedures and requirements. Maintains the annual vendor notification and registry of vendors for CUPCCAA.
• Advises district personnel about Education Department General Administrative Regulations and other federal applicable grant regulations (EDGAR) regarding the procurement of materials and services.
• Maintain computer databases and master files on purchase orders and related documentation.
• Assist staff in obtaining information on prices, availability and delivery of purchases. Respond to inquiries regarding status of purchase orders and requisitions.
• District Power User for PeopleSoft Finance System, including adding new users, training staff in procurement, approvals, and reporting, and overall system configuration and troubleshooting.
• Maintain vendor lists, vendor profiles, CUPCCAA approved bidders, in computer software programs and on the district website.
• Contact vendors regarding purchase orders and follow up on back orders to obtain timely delivery.
• Reconcile packing slips and invoices for accounts payable.
• Facilitate bid process, bid documents, and bid timelines.
• Facilitate and calculate developer fees, studies, and justification.
• Provide support for district-wide lease agreements and contracts.
• Assist independent auditors in auditing purchasing orders.
• Maintain fixed assets and physical inventory system in accordance with regulations.
• Provide technical expertise and direction to district staff and administrators regarding assigned functions; assist as needed in the formulation and development of standard contract documents, and related policies, procedures and programs.
• Assist in updating the business services website with current information.
• Perform year-end closing duties such as district warehouse inventory, closing of all purchase orders, cleaning of year-end files and transporting to storage etc.
• Check delivery slips and invoices; post on the computer requisitions and receipt of stock for stores inventory as received.
• Run and update the stores catalog and encumber budget funds for the proper maintenance of site and district budgets.
• Prepare purchase order listing for Board approval.

EDUCATION AND EXPERINCE:

Minimum of an Associate’s Degree or earned college units equivalent to two years of higher education in a related field or equivalent training and experience in office practices, accounting, purchasing procedures, or closely related field.

KNOWLEDGE OF:

• Goals, policies and objectives of purchasing programs.
• Vendor sources.
• A purchase order system such as PeopleSoft.
• Computer/microcomputer operation including the following Microsoft Office Products: Outlook, Word, Excel, PowerPoint, & Publisher.
• Customer service and interpersonal skills
• Oral and written communication.
• Policies and objectives of assigned programs.
• Methods and practices of financial record-keeping including accounting, journal and ledger accounts systems.
• General office practices.

ABILITY TO:

• Establish and maintain effective relationships and work cooperatively with others
• Communicate effectively, both orally and in writing, with district staff, vendors, and parents
• Understand and carry out oral and written instructions, interpret and explain policies and procedures.
• Read, understand and implement regulations and procedure manuals
• Work independently with little direction.
• Operate and maintain purchase order systems.
• Prioritize and schedule work and meet schedules and timelines.
• Represent the department at meetings.
• Operate business office equipment including computers, 10-Key calculator, copiers, printers, telephone system, and related software.
• Prepare statistical records and reports, prepare and maintain records and files, and maintain database files.
• Read, understand, and utilize the Standardized Account Code Structure (SACS) for uniform financing reporting.
• Research data, regulations, laws, codes, Board Policies, etc. from the various sources such as CDE, SDCOE, GASB, etc.)
• Perform other duties as assigned.

LICENSES AND OTHER REQUIREMENTS:

• Passage of district pre-employment tests:

o Basic Skills Test: spelling, grammar, proofreading, writing, & math.

o Accounting Test & Excel Test.

• Post-offer physical examination and drug screen.
• Fingerprint clearance from the Department of Justice and FBI.
• Current X-ray or tuberculin skin test before employment and every four years thereafter.
• Valid California Driver’s License and current automobile insurance.

ENVIRONMENT:

• Works in office environment.
• Works on a computer monitor for prolonged periods.
• High volume of paperwork.

PHYSICAL REQUIREMENTS:

• Hearing and speaking to exchange information in person and on the telephone,
• Dexterity of hands and fingers to operate a computer keyboard,
• Frequently required to sit.
• Use of hands to finger, handle, feel; and talk and hear.
• Occasionally required to stand, walk and reach with hands and arms.
• Must occasionally lift and/or move up to 25 pounds.
• Specific vision abilities required include close vision, color vision and ability to adjust focus

Board Approved Revision: 9/11/2018

Original Board Approval: 3/23/2010

Job Type: Full-time

Pay: $32.69 - $39.78 per hour

Benefits:

• Dental insurance
• Health insurance
• Vision insurance

Schedule:

• Monday to Friday

Work Location: In person