Senior Administrative Procurement Assistant

Health Benefits: 100% employer contribution towards employee and family premiums

District: Award-winning schools

Community: World-famous attractions

BASIC FUNCTION

Under the general direction of the Director of Purchasing and Central Services; serves as an administrative assistant to the Administrator and coordinates communications between vendors outside agencies administrators staff and the general public; assists with a variety of complex and varied duties related to the preparation of vital documents involved in the procurement receipt distribution and payment of a district-wide procurement program; trains assigns and coordinates the work of other clerical and secretarial personnel as assigned; and performs other related duties as required.

MINIMUM QUALIFICATIONS

Any combination of experience education and training that would likely provide the required knowledge and abilities is qualifying. A typical combination would be the following:

EDUCATION:

Graduation from high school supplemented by college-level course work in purchasing business office management or a related field.

EXPERIENCE:

Three years of increasingly responsible secretarial and clerical experience involving public procurement including one year of purchasing experience preferably in an educational setting OR- two years of experience at the level of Secretary or higher with the Anaheim Union High School District including one year of purchasing experience.

SELF-CERTIFICATION OF TYPING/KEYBOARDING SKILLS:

*This classification requires that incumbents be skilled in typing/keyboarding at a minimum of 50 words per minute. A typing test will not be given. Applicants must submit an online typing certificate obtained from at time of application to certify that they have such skills. Demonstrated proficiency will be expected during the probationary period for the class.

KNOWLEDGE SKILLS AND ABILIITIES

KNOWLEDGE OF:

Business office terminology practices and procedures including filing and record-keeping techniques;

Organizational structure and functions of the District;

District administrative procedures and forms for human resources risk management payroll purchasing inventory accounting and budgeting processes;

Basic principles practices and terminology of purchasing accounting budgeting and financial record-keeping;

Requirements for input into various computer systems and utilization of computer prepared reports;

Basic inventory methods and procedures;

Software applications used by the District;

Use and processing of requisitions purchase orders invoices and related purchasing documents;

Basic buying methods sources and procedures used in purchasing services supplies and equipment of a school district public agency or large company;

Correct English usage grammar spelling punctuation and vocabulary;

Complex business letter and report writing techniques;

Applicable laws codes rules and regulations related to assigned activities;

Advanced oral and written communication skills;

Interpersonal skills including tact patience and courtesy;

Customer service techniques;

Intermediate math;

Telephone techniques and etiquette.

ABILITY TO:

Perform a wide variety of complex and responsible clerical and secretarial duties to coordinate district-wide program office activities and assist the Administrator in a variety of administrative tasks;

Perform public relations and communications services for the Administrator;

Assure efficient and timely completion of office and district-wide program projects and activities;

Monitor workflow and adjust duties to complete assignments in a timely manner as assigned;

Establish and implement office procedures as needed and according to established guidelines;

Understand and follow oral and written instructions;

Compose correspondence independently;

Type or input data at an acceptable rate of speed*;

Learn in-house system and Standardized Account Code Structure procedure;

Prepare or review various purchasing accounting financial and related reports;

Perform work within established guidelines procedures and time lines with frequent interruptions;

Work independently with little direction;

Train and provide work direction and leadership to others;

Analyze difficult and sensitive situations and adopt an appropriate course of action;

Establish and maintain positive and effective working relationships with others;

Maintain good public relations with students parents staff vendors outside agencies and the public;

Understand interpret apply and explain rules regulations policies and procedures related to District/Purchasing activities in accordance with program and District policies and procedures which are aligned with correlating federal state and local codes;

Make arithmetic calculations quickly and accurately;

Make decisions within general guidelines;

Communicate effectively orally and in writing;

Operate a variety of business office equipment including a computer and applicable business software;

Learn new office technologies as they are developed and implemented;

Organize and manage lists directories calendars or rosters for special projects or assignments in support of department District or outside agency functions;

Work confidentially with discretion;

Compile and maintain accurate records verify data and prepare reports;

Work as part of a team;

Portray a professional demeanor.

PHYSICAL DEMANDS

Employees in this classification walk stand and must be able sit for long periods of time carry push pull stoop bend and use fingers repetitively use both hands simultaneously and may lift 5 to 25 lbs. unassisted; must speak clearly and hear normal voice conversation; and use a computer and telephone.

WORK ENVIRONMENT

Employees in this classification work inside exclusively; employees may work in direct contact with the public outside agencies students parents and other District staff; may be subjected to negative interpersonal situations and exposed to minor contagious illnesses (colds flu etc.); with high volume of work and tight deadlines with continuously changing priorities and interruptions and may work alone without guidance from supervisor.

Note: The statements herein are intended to describe the general nature and level of work being performed by employees in this classification and are not to be interpreted as an exhaustive list of responsibilities and qualifications required of personnel so classified. Reasonable accommodations will be made so that qualified employees can perform the essential duties of the job.

GENERAL ESSENTIAL DUTIES

GENERAL ADMINISTRATIVE DUTIES:

Coordinates plans organizes prepares schedules and confirms meetings conferences and appointments; compiles tabulates computes and manages a variety of information for various Federal State and District reports related to district-wide activities for the Administrator; develops composes proofreads processes prepares and completes standard correspondence and agenda items; sets up duplicates and maintains paper and electronic files records and materials related to assigned activities; opens reviews prioritizes and distributes incoming correspondence including faxes and emails; orders receives distributes and maintains inventory of department and/or district-wide program supplies keys and equipment; researches assists and responds to staff outside agency and community questions or complaints; maintains payroll records and submits to payroll department; monitors program operating budgets and department account balances; processes documents involved in fiscal transactions; requests approval for special program expenses; checks account numbers against appropriation ledgers; submits approvals for appropriation transfers; prepares requests for budget adjustments; prepares personnel requisitions and other related documents associated with employment actions for certificated classified exempt and substitute staff; maintains personnel emergency contact information for the Administrator; assists with the coordination of scheduling substitute classified employees; provides work direction training and leadership to clerical personnel as assigned; serves as a liaison between the District and site personnel; ensures employees follow appropriate protocol and authorizations regarding Workers Compensation and leave of absence; uses computers for spreadsheets word processing database management and other in-house school administration applications; operates office equipment such as fax machines copiers and phone systems; operates electronic mail systems and coordinates the flow of information internally or with the District; arranges and schedules travel accommodations as necessary; attends a variety of meetings held by immediate supervisor District professional organizations or reporting agencies to stay abreast of district-wide program requirements; supports staff at the comprehensive site in all areas pertaining to a district-wide program or service; and participates in district-wide committees.

PROCUREMENT SUPPORT DUTIES:

Assists in the preparation finalization and ordering of recurring and standardized buys for commonly pre-contracted or negotiated supplies or services; consults with Director to compare prices specifications delivery dates research or resolve discrepancies in purchase orders and/or invoices; enters requisitions and purchase orders into computer to charge appropriate accounts using County Department of Education IFAS system and/or related software; reviews documentation for accuracy completeness and compliance with department and District policies; assists in securing informal quotations for recurring services and standardized buys; conducts follow-ups on outstanding purchase orders; maintains bidders mailing lists bid expiration log catalog files and contract files; distributes copies of contract documents to concerned parties and the County Department of Education; receive and process routine inquiries from District employees and vendors; provide information and assistance concerning purchasing policies and procedures; assists site personnel regarding questions on electronic purchasing system; responds to emergency order requests; and serves as support for other purchasing staff as assigned by supervisor.

RECRUITMENT TYPE: OPEN - Anyone may apply

CERTIFICATION TYPE: DUAL CERTIFICATION - Qualified candidates or Eligibles who pass all testing stages will be placed onto one eligibility list. Current regular employees will receive additional preference points based on longevity before placement on the list. The top 3 ranks of Eligibles will be certified for a hiring interview.

APPLICATION PROCESS

All applications must be submitted online. Applications and requests for testing will not be accepted after the recruitment closing date and time. Applicants may be rejected on the basis of an incomplete application or failure to meet minimum qualifications. The application is part of the selection process and is part of an overall assessment of acceptability for employment. All information provided is subject to independent verification of its accuracy. It is the responsibility of the applicant to provide correct contact information by which to be notified.

Note: You will eventually be disqualified in the recruitment process if you fail to disclose relevant information regarding your conviction history. It is the disclosure of the conviction that is most important in many cases.

SCREENING PROCESS

The screening process for this position which may be subject to modification will include some form of a(n): application screening initial qualifications screening documentation/certification screening and supplemental application screening. The stated qualifications for the position represent only the minimum requirements and do not guarantee qualification for examination or placement on an eligibility list.

EXAMINATION PROCESS

The examination may consist of any combination of a(n): training and experience (T&E) evaluation written knowledge test hands on/performance test structured panel interview situational judgement interview or other type of exam of fitness for duty. All parts of the examination process are job related. A passing score must be attained on each portion of the exam to advance to the next stage and ultimate placement on an eligibility list.

DISABILITY ACCOMMODATION

Requests for reasonable accommodations for the testing process must be made no less than two (2) days prior to the examination. Requests must be signed by your medical doctor school psychologist or learning consultant as appropriate and must be on provider letterhead and contain an actual signature.

EXAM PROTESTS

Protest of any part of the exam process must be in writing and submitted to the Personnel Director no later than five (5) working days from the date you participated in the exam. Any protest must include rationale to support the protest and shall include supporting documentation or references. Protests must be based on illegal discrimination abuse of discretion or procedure/process error. Protests should NOT be based on receiving unexpected results. We cannot be responsible for lost mail misdirected mail or failure of mail to be delivered after it has been entrusted to the U.S. Postal Service.

ESTABLISHMENT OF ELIGIBILITY

Candidates who are successful in all screening and testing stages will be placed on an eligibility list. Typically an eligibility list for a classification expires after six (6) months or one (1) year. Candidates on the expired eligibility list are no longer considered for positions within the class. Eligibility lists may be extended beyond one year or expire sooner than one year. Eligibility lists may be merged in which case candidate ranks may change.

SELECTION PROCESS

Candidates on the eligibility list will be called in rank order to participate in final selection interviews with the hiring manager until three ranks of candidates have accepted the invitation to interview. Ranks may include ties so more than three candidates may be called to interview for one vacancy. Please note that candidates will be removed from the eligibility list for declining the invitation to interview more than three (3) times.

OFFERS OF EMPLOYMENT

Official offers of employment are ONLY made by the Anaheim Union High School District Human Resources Classified Office. Offers are subject to satisfactory completion of ALL the pre-employment processing including: successful completion of a physical examination tuberculosis examination fingerprint clearance by the California Department of Justice and proof of eligibility to work in the United States.

ADVANCED STEP PLACEMENT

All new regular classified employees shall be paid in accordance with the salary range established for the class to which assigned. Initial placement will normally be the first step of the salary range. However a new employee may be provided with advanced step placement upon recommendation of the hiring manager and approval by Human Resources based upon:

A) Additional qualifying experience beyond that required for entry into the class.

B) Additional education at the college level when related to the position beyond the established educational requirements for entry into the class.

C) Difficulty experienced in the recruitment of candidates to meet the vacancy needs in the class.

D) Additional skills or qualifications of the candidate that make them especially qualified for the position.

E) Evidence of currently receiving a salary greater than the first step of the salary for the classification.

BENEFITS

Benefits earned by all permanent classified employees:

-Leaves: Sick leave holidays bereavement and emergency leaves.

-Retirement: Classified employees are members of the Public Employees Retirement System (PERS). Employee contribution is 7% of gross earnings.

Benefits earned by all permanent classified employees working 20 hours or more per week:

-Insurance: The District provides medical dental vision care behavioral health and life insurance for the employees and their dependents.

EQUAL EMPLOYMENT OPPORTUNITY DISTRICT

Anaheim Union High School District prohibits unlawful discrimination against and/or harassment of District employees and job applicants on the basis of actual or perceived race color national origin ancestry religion age marital status pregnancy physical or mental disability medical condition veteran status gender gender identity sex or sexual orientation at a District site or activity.

GRIEVANCE PROCEDURES

Complaints alleging noncompliance with the Districts policy of nondiscrimination should be directed to:

Equity Compliance Officer (Employees)

Brad Jackson Assistant Superintendent Human Resources

Anaheim Union High School District

501 N. Crescent Way Anaheim CA 92801

Uniform Complaint Procedure Compliance Officer (Students)

Lorena Stout Program Administrator

Anaheim Union High School District

501 N. Crescent Way Anaheim CA 92801

Title IX Coordinator (Employees)

Amie Maya Director Human Resources

Anaheim Union High School District

501 N. Crescent Way Anaheim CA 92801

Title IX Coordinator (Students)

Lorena Stout Program Administrator

Anaheim Union High School District

501 N. Crescent Way Anaheim CA 92801

504 Coordinator

Adela Cruz

Director School Mental Health and Wellness

Anaheim Union High School District

501 N. Crescent Way Anaheim CA 92801

Title II Coordinator

Lauren Klatzker Director of Special Youth Services

Anaheim Union High School District

501 N. Crescent Way Anaheim CA 92801

The provisions of this bulletin do not constitute an expressed or implied contract. Any provisions of this bulletin may be modified or revoked and the job description may be changed at any time without notice.

FOR FURTHER JOB INFORMATION ABOUT THE ANAHEIM UNION HIGH SCHOOL DISTRICT PLEASE GO ONLINE TO