Purchasing Specialist Business Services Posting 718

Visa Sponsorship is not available

Range 35- $23.54 Starting Hourly rate

1.00 FTE- 8 hour shift, 40 hour week

249 work contract- July 01 to June 30

9 paid Holidays and 11 non contract work days

SUMMARY:

To perform a variety of complex accounting functions in support of District purchasing; to maintain accurate records and prepare required reports; to ensure compliance with District and State accounting and purchasing code/policies/procedures; and to perform a variety of general tasks in support of assigned area of responsibility.

SUPERVISION RECEIVED AND EXERCISED: Receives direction from Chief Procurement Officer

ESSENTIAL FUNCTIONS

Perform a variety of functions in support of District purchasing. To include:

• Process purchase orders for the District; review requisitions from staff members, verify all required documentation is included and information on requisition is accurate and distribute purchase orders to vendors. Revises PO's as necessary.
• Be a point of contact with vendors; set up new vendor accounts; provide Non-Taxable Transaction Certificates when necessary. Organize, update and maintain vendor files to include vendor payment preference.
• Perform a variety of general clerical duties to include creating file folders and maintaining files; which include purchase orders, certificates of liability, credit applications, W-9's, AP Direct Deposit and New Vendor registration forms. Point of contact for staff purchasing questions and troubleshoot issues. Enter Business Services requisitions when necessary.
• Organize and maintain purchasing records, forms, files and documents; prepare requested reports. Creates/maintains spreadsheets to track a variety of purchasing information.
• Respond to questions and inquiries from staff and warehouse personnel and provide assistance within the area of assignment.
• Maintain District's utility records, reconcile and prepare utility invoices for payment, and is point of contact with the county utility office when issues arise.
• Prepare 1099 tax forms for vendors and subsequent IRS reporting.
• Assist Chief Procurement Officer with training activities for district secretaries/bookkeepers in regard to the purchasing/travel processes and the use of School ERP Pro (Visions) to enter requisitions.
• Perform related duties and responsibilities as required.

QUALIFICATIONS Knowledge of:

School ERP Pro (Visions) accounting software for purchasing activities. NM Public Education Department Uniform Chart of Accounts. Modern office procedures, methods and equipment including computers and supporting word processing and spreadsheet

applications. Principles and procedures of record keeping and reporting. Mathematical principles including business mathematics. Methods and techniques of purchasing.

Principles and practices of maintaining vendor contracts. Pertinent federal, state and local laws, codes and regulations governing purchasing.

Ability to:

Process purchase orders according to established guidelines and procedures. Analyze records and prepare reports as needed. Apply bookkeeping and financial record keeping principles in the maintenance of accounting records. Perform mathematical calculations with speed and accuracy. Operate a variety of office equipment including a computer and associated word processing applications. Create and manipulate spreadsheets using Excel.

Monitor account balances. Communicate clearly and concisely, both orally and in writing.

Understand and carry out oral and written instructions. Establish and maintain effective relationships with co-workers, district staff and vendors.

Education and Experience Guidelines: Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying.

Education:

Equivalent to the completion of the twelfth grade required. Some college courses in accounting or Business Administration are preferred.

Experience:

Two years of increasingly responsible bookkeeping or accounting experience, preferred.

At least one year of experience using ERP Pro (Visions) accounting software, preferred.

PHYSICAL DEMANDS AND WORKING CONDITIONS

The physical demands herein 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 these essential job functions.

Environment: Office environment; exposure to computer screens.

Mobility: Walking, standing or sitting for prolonged periods of time; extensive use of computer keyboard.

Vision: Visual acuity to read numerical figures and written materials.