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. Provide
clerical and data input services to the purchasing department.
Special Knowledge/Skills:
• Ability to work with numbers in an accurate and rapid manner
• Knowledge of procedures for purchasing and invoicing supplies and equipment
• Ability to analyze and organize a complex filing system of bidrelated
documentation
• Proficient typing, keyboarding, and file maintenance skills
• Ability to use calculator (10key
by touch)
• Proficient in Microsoft Office (i.e. word, Excel, Access)
• Effective communication and interpersonal skills
• Proficiency in meeting constant deadlines
• Effective organizational, communication, and interpersonal skills
Experience:
Minimum three years clerical, preferably in public education
Major Responsibilities and Duties:
• Assist in maintaining vendor and bidder lists
• Creates, prepares and processes purchasing documents, enters purchase order data in
purchasing requisition system
• Process bids and purchase orders as directed and in accordance with established
procedures.
• Prepare, develop and maintain a variety of correspondence, forms and documents as
weekly specialized reports
• Maintain physical and computerized files for the department
• Answer incoming calls, take reliable messages, and route to appropriate staff
• Assist in maintaining a schedule of appointments
• Assist in receiving, sorting and distributing mail and other documents to department
stations
• Assist in preparation of bidding documents, including notice and instruction to bidders,
specifications and proposal forms
• Processes Purchase Orders after approved; faxing and emailing
• Maintain bid file, ensuring that all actions are completed before closing file
• Prepare bid notices
• Advertise and publish legal notices in the Daily Commercial newspaper
• Get telephone quotes and maintain file for non-bid items from vendors
• Approve all vendors for district
• Meet with vendors, calls and walk-ins, in the absence of the Director of Purchasing
• Contact vendors to check on supply and equipment availability, invoices, purchase orders,
contracts and other issues as directed.
• Update and add vendors in Skyward
• Assist campuses and departments with purchasing requirements
• Train new employees regarding purchasing procedures in Skyward
• Add employees in Skyward for employee reimbursements
• Approve all online office supply orders daily
• Revise purchase orders and close purchase orders
• Assist campus and departments with all printing needs
• Get quotes for furniture needs in the district
• Maintain all purchasing membership dues
• Maintain and update Purchasing Department files
• Manage budget codes and place orders for purchasing
• Backup for Director of Purchasing in their absence
• Other duties as assigned