Purchasing Card Administrator

Open Until Filled

PRIMARY PURPOSE:

Manage the districts P-Card (Purchasing Card) program and assist in managing district contracts. Ensure compliance with district policies state and federal laws and provide support and training to district employees regarding procurement methods.

QUALIFICATIONS:

Minimum Education/Certification:

High School Diploma or Equivalent

Associates Degree from accredited college/university w/ emphasis in business or mathematics- preferred

Minimum > 40 WPM typing test

Special Knowledge/Skills

Strong communication public relations organizational and interpersonal skills

Proficient skills in word processing and file maintenance

Working knowledge of data processing systems computer applications and financial applications

Ability to operate office machines

Ability to interpret and analyze data

Basic accounting knowledge

Effective communication skills both verbally and in writing

Negotiation skills

Knowledge of procurement procedures and regulations

Highly organized with the ability to prioritize tasks

Ability to work with all levels within the organization

Proficient in Microsoft Office Suite and other relevant software

Work Conditions:

Tools/Equipment Used: Standard office equipment including personal computer and peripherals

Posture: Prolonged sitting; occasional bending/stooping pushing/pulling and twisting

Motion: Repetitive hand motions including keyboarding and mouse; occasional reaching

Lifting: Occasional light lifting and carrying up to 15 pounds

Environment: Must be able to work with frequent interruptions and maintain professional demeanor under stress; must have problem-solving skills; occasional prolonged hours and irregular hours

Travel: Infrequent district-wide travel

Regular attendance is an essential function

Minimum Experience:

Clerical and accounting experience preferred

Experience in business operations preferred

MAJOR RESPONSIBILITIES AND DUTIES:

P-Card Management

1. Administer the districts P-Card program ensuring compliance with policies and procedures.
2. Provide training and support to staff on the use of P-Cards.
3. Monitor P-Card transactions for accuracy and compliance with district policies.
4. Handle issues related to P-Card misuse or fraud.
5. Prepare reports on P-Card usage and expenditures for review by the Director of Purchasing.

Contract Management Assistance

6. Assist in managing district contracts ensuring they are up-to-date and filed correctly.

7. Assist in monitoring contract renewals and ensuring timely processing.

8. Save all corresponding documents in an organized manner.

9. Communicate with vendors and district staff regarding contract terms and conditions.

10. Assist in maintaining records of all purchasing contracts and related documents.

Purchasing

11. Process bids and purchase orders as directed following established procedures.

12. Assist in preparing bidding documents including notice and instruction to bidders specifications and proposal forms.

13. Source products and vendors comparing prices and quotations.

14. Investigate the quantity and quality of commodities purchased.

15. Expedite purchase orders and monitor the status of orders.

16. Handle the return of goods to vendors.

17. Maintain online purchasing catalogs and pricing.

18. Develop and maintain records such as vendors register commodity register and bidders lists.

Clerical

19. Prepare and maintain a vendor database and bidder lists.

20. Prepare correspondence forms manuals reports purchase orders and payment authorizations using a personal computer.

21. Compile maintain and file all reports and other documents as required.

Other

1. Maintain confidentiality of information.
2. Follow district safety protocols and emergency procedures.
3. Comply with state district and school regulations and policies for classroom teachers including the Texas Educator Code of Ethics.
4. Perform such other tasks and accepts such other responsibilities as may be assigned.

Required Experience:

Unclear Seniority