Purchasing Secretary Clarksville School District

Clarksville School District

Purchasing Secretary

2026-2027 school year

Department: Business Office

Reports To: Business Manager/Superintendent

(Classified Position)

Contract Length: 240 Day

Position Summary

The Purchasing Secretary is responsible for supporting the districts purchasing operations by processing requisitions maintaining vendor records and ensuring compliance with district policies and Arkansas school finance regulations. This position works closely with administrators school staff vendors and the Business Office to ensure accurate and timely procurement of goods and services.

Essential Duties and Responsibilities

• Receive and review requisitions from district personnel for accuracy and completeness.
• Verify proper approvals and budget availability prior to processing requisitions.
• Enter requisitions and generate purchase orders in the district financial system (APSCN).
• Ensure compliance with district purchasing policies and applicable Arkansas laws.
• Maintain accurate vendor files including W-9 forms and required documentation.
• Communicate with vendors regarding orders pricing shipping and delivery timelines.
• Assist with tracking purchase orders and resolving discrepancies.
• Maintain organized purchasing records for audit and compliance purposes.
• Support the Accounts Payable function by matching purchase orders invoices and receiving documentation.
• Assist with bid processes and documentation when required.
• Provide customer service support to district staff regarding purchasing procedures.
• Perform other duties as assigned by the Business Manager or Superintendent.

Required Qualifications

• High school diploma or equivalent required.
• Proficiency in Microsoft Office Suite including Excel.
• Strong data entry skills and attention to detail.
• Ability to interpret purchasing documentation and follow established procedures.
• Excellent organizational and communication skills.

Preferred Qualifications

• Experience working in an Arkansas public school district.
• Prior clerical or administrative experience preferred; purchasing or school finance experience preferred.
• Familiarity with APSCN financial software.
• Knowledge of Arkansas purchasing regulations and audit requirements.

Skills and Competencies

• High attention to detail and accuracy.
• Strong organizational and time-management skills.
• Ability to prioritize and manage multiple tasks.
• Professional communication and customer service skills.
• Ability to work independently and collaboratively.
• Ability to maintain confidentiality.

Work Environment

• Office-based position with regular computer use.
• May require additional hours during peak purchasing or audit periods.
• Occasionalliftingoffilesorofficematerialsup to 25 pounds.

Terms of Employment

Employment is based on the Clarksville School District salary schedule (Administrative Secretary/Accts Payable column) and Board-approved contract is for the 2026-2027 School Year.

Required Experience:

Junior IC