MIS Purchasing Analyst

Pay Grade: 4170

Position Control: 3415

Department: Management Information Systems

Accountable To: Director – Management Information Systems

FLSA Status: Non-Exempt

Creation/Revision Date: November 20, 2020

Summary: Under general direction, incumbent(s) coordinates the acquisition of media equipment, instructional computers, and technology equipment for the Management Information Systems Department. Ensures all equipment has been received, verifies equipment is accurate and in good condition, and authorizes payment of invoices.

Essential Functions:

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  Monitors and evaluates completed product acquisitions. Matches invoices, packing slips and purchase orders, approves and forwards invoices to accounts payable for processing; contacts vendors to resolve invoice discrepancies as required and insures compliance with statute, policy and USFR. Establishes department procedures for expenditure reconciliation with district accounting department.

• Communicates with vendors for product pricing, warranty and service information. Negotiates purchase price, warranty and service coverage with vendors. Decides and recommends successful vendors for media equipment, instructional computers and technology equipment.

• Ensures purchases are within budget allocations and established criteria for utilizing building technology funds. Informs supervisor of potential budget concerns or purchases that do not meet purchasing criteria and insures compliance with statute, policy and USFR.

• Assists with the development and preparation of the departmental budget, to include comparisions with previous years expenditures. Analyzes day-to-day expenditures with budget to insure alignment with projected allocations. Decides which purchases do not comply with departmental plans and recommends alternative. Assists Director of Management Information Systems with yearly Erate processes.

• Types and composes memos, letters, forms, databases, and reports for the Management of Information Services department. Prepares and analyzes statistical data for accuracy. Reviews and disseminates incoming correspondence and information to various departments.

• Analyzes purchase requisitions from schools/departments for software/equipment; ensures order is for current model; verifies correct account code and cost; communicates with requester to verify equipment needs and recommends equipment alternatives to meet their needs.

• Responds to questions from District Staff regarding procedures for ordering technology equipment and computers. Reviews purchasing procedures and recommends new or revised procedures as required and insures compliance with USFR.

• Maintains office filing systems by ensuring all records are updated and filed appropriately and removing unnecessary information.

• Answers and screens incoming phone calls, determines and directs phone calls to appropriate personnel, and answers questions.

• Receives billing for repair services; compares billing with request; authorizes payment and forwards to accounts payable for processing, while insuring compliance with statute, policy and USFR.

• Performs other duties of similar nature or level.

Required Qualifications:

To be eligible for this position, an applicant must meet the following required qualifications. Verification of these required qualifications is necessary.

• Two years of purchasing experience.

Preferred Qualifications:

It is preferred that applicant possesses the following preferred qualifications; however, the following qualifications are not required to be eligible for this position.

• 
  Associate’s degree in purchasing, business, or related field;
• Former school district work experience.

Knowledge and Skills Required:

To perform the job successfully, an individual must be able to perform each essential duty satisfactorily. The qualifications for this job description are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Skills required, but not limited to, for this position include:

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  Knowing Federal, State and local laws governing procurement in an educational environment;
• Demonstrating formats and business English used in preparing reports and other documentation;
• Applying presentation techniques;
• Basic accounting principles as used to monitor procurement activities;
• Applying management practices including supervisory and organizational skills;
• Negotiating with contractors and working with consultants;
• Applying procurement practices;
• Researching and writing reports, bid specifications and grants;
• Using various types of office-related equipment;
• Coordinating special project activities;
• Using computer-related software applications;
• Working with financial management software;
• Demonstrating proficient MS Excel and Word skills;
• Reviewing and analyzing bid proposals and making recommendations for award of contracts;

• Engaging and encouraging communication skills while interacting with supervisors, staff, students, etc. to exchange information.

Physical Requirements:

The physical requirements described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; and talk or hear. The employee frequently is required to stand, walk, and reach with hands and arms. The employee is occasionally required to climb or balance; stoop, kneel, crouch, or crawl; and taste or smell. The employee must regularly lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, color vision, and ability to adjust focus.

Working Conditions:

The working environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.