Job description

Primary Purpose:

Assist in the procurement of goods and services in accordance with federal, state and local laws for the district. Work under close supervision of the CFO and follows established purchasing procedures to process purchase orders. All employees are expected to act with integrity, support organizational goals, communicate in a clear and respectful manner, championing the needs of our students and drive continuous improvement

Qualifications:

Education/Certification:

High school diploma or GED (Required)

Bachelor’s degree (Preferred)

TASBO certification (Preferred)

Special Knowledge/Skills:

Knowledge of local, state, and federal requirements relating to purchasing issues and reports

Knowledge of procedures for purchasing and invoicing supplies and equipment

Ability to work with numbers in an accurate and rapid manner to meet established deadlines

Ability to analyze and organize a filing system

Ability to use software to develop spreadsheets, databases, and complete word processing tasks

Ability to communicate effectively

Knowledge of TxEIS (Preferred)

Experience:

Two years of accounting, bookkeeping, purchasing, or accounts payable experience preferred

School district experience (Preferred)

Major Responsibilities and Duties:

Purchasing

1. Review purchase requisitions and process them in accordance with district policies

2. Process vendor packets and update the vendor files, including maintaining W-9 files

3. Process Forms 1295 and CIQ as required for all vendors

4. File vendor contracts and maintain required documents on file

5. Prepare RFP or RFQ documents with guidance from the CFO and advertise in accordance with state rules

6. Prepare agenda items for RFP awards and renewals

7. Coordinate the tabulation and evaluation of RFPs and bids

8. Input requisitions as needed in TxEIS

9. Maintain vendor purchasing files with required forms including 2 CFR 200 requirements (EDGAR).

10. Update contract processing form and contract templates in conjunction with CFO guidance.

11. Prepare and process correspondence as needed for notifying vendors.

12. Prepare vendor award letters.

13. Prepare authorization forms for all budget managers

14. Compile, maintain, and file all physical and computerized reports, records, and other documents required, including auditable records for all insurances and create a calendar of renewals and procurement

15. Under directive of Chief Financial Officer, assist Records Management Officer with the scanning of permanent records into PDF format for electronic use

16. Update guidelines, policy manuals, and other documents as assigned

Other

17. Provide front desk coverage for Admin. Receptionist (M-F one hour each day)

18. Maintain confidentiality

19. Be available by phone, email, or video conferencing between regular school hours to confer with district/campus personnel

20. Demonstrate behavior that is professional, ethical, and responsible

21. Regular attendance is required.

22. Perform all other duties as assigned by Chief Financial Officer.

Additional Administrative Assistant duties when she is absent:

1. Work with MAC Reports, SHARS Reports

2. Postage and Fuel Tax Reports

3. Print/Scan approval Purchase Orders

4. Assist with the preparation of bidding documents, including notice and instruction to bidders, specifications, and form of proposal.

5. Prepare notice, renewal and non-renewal letters to vendors on bid awards.

6. Perform all duties as assigned by Business Manager and CFO

Supervisory Responsibilities:

None.

Equipment Used:

Copier, calculator, computer, video, peripherals, typewriter, and printer.

Working Conditions:

Mental Demands:

Maintain emotional control under stress

Ability to perform mathematical calculations

Work with frequent interruptions

Work with frequent deadlines

Physical Demands:

High physical stamina necessary

Repetitive hand motions

Prolonged use of computer

Occasional lifting/carrying up to 35 pounds

Frequent sitting

Moderate standing, walking, reaching, and bending

Steady phone interactions

Environmental Factors:

Frequent district-wide and statewide travel

Occasional prolonged and irregular hours

Some night activities

Frequent working alone

Job Type: Full-time

Pay: $44,513.00 - $64,039.00 per year

Benefits:

• Dental insurance
• Employee discount
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Work Location: In person

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