Purchasing Specialist

Position Details

St. Joseph Public Schools

Position Description

JOB TITLE : Purchasing Specialist

REPORTS TO : Chief Financial Officer

LOCATION : Business Services and Human Resources Office

Central Administration Building

DESCRIPTION :

Under the general supervision of the CFO, we are looking for a highly motivated, detail oriented professional with a broad knowledge of Purchasing responsibilities.

He / she will be able to perform a variety of business office functions including purchasing and vendor relations, plus support to Accounts Payable & Human Resource functions within the department.

DUTIES AND RESPONSIBILITIES :

• Obtain quotes and generate PO’s for District Departments.
• Provide assistance to building secretaries in preparing requisitions, as needed.
• Approve purchase orders that conform to district policies and procedures.
• Monitor all purchase requisitions and orders to determine correctness of information, price extensions, coding information and other relevant information.
• Match purchase orders with invoices, verify basic order information, review for accuracy, and confirm receipt of material / services.
• Process invoices for payment, after verifying all conditions are met including satisfactory delivery and billing.
• Resolve billing discrepancies and support district-supplier issue resolution.
• Monitor listing of all open purchase orders and actively seek disposition by consulting with appropriate district departments and vendors if necessary.
• Assist, coordinate and schedule freight deliveries for the District.
• Order and track custodial & maintenance supplies.
• Prepare deposits for District Departments for Business Office.
• Maintain Budgets for Maintenance, Building & Site, and Technology Departments.
• Provide general support for any Facilities concerns District wide.
• Assist Maintenance Director, Athletic Director and Facilities Manager with OT / DT for weekly rentals.
• Order and track classroom supplies for all CTE programs
• CTE PowerSchool reporting per BRESA guidelines (C07)
• Prepare timely reimbursement reports for BRESA
• Maintain Perkins / Added Cost item inventory per BRESA guidelines
• Maintain and update CTE information on SJ Website
• Acts as a representative of the district when greeting and dealing with parents, community members, vendors, students and employees.
• Attend professional development opportunities to stay current on regulations and issues affecting school business.
• Provides backup to other Business Services & Human Resources staff as needed.
• Perform and / or assist in other duties as assigned by the Chief Financial Officer.

QUALIFICATIONS / EDUCATION / EXPERIENCE

Minimum Qualifications :

• Ability to competently utilize computerized accounting systems, MS Excel, Word, Google Workspace, and internet applications.
• Ability to organize, prioritize, and problem solve while processing a high volume of purchasing transactions with a high degree of accuracy.

Preferred Qualifications and Experience :

• Working knowledge of governmental accounting procedures.
• Experience working with Skyward Financial system.
• College graduate, major in Accounting, Business, Finance or Business Education.

Desired Skills and Abilities :

• Express a self-motivated attitude requiring minimal supervision.
• Practice strong analytical and problem solving skills.
• Function as a team player and exhibit a positive attitude.
• Maintain a great employment and attendance record.
• Work cooperatively with various levels of staff to achieve District goals and objectives.

JOB PROFILE :

Full time Monday-Friday and this is a 52 week position. Compensation is salaried based on experience. Benefit package includes health insurance and a state retirement plan.

PHYSICAL REQUIREMENTS :

Ability to stand, walk, and sit for prolonged periods of time.

Ability to perform the physical requirements of the position including but not limited to lifting / carrying / pushing / pulling / stooping / crouching / reaching / handling.