Staff Accountant Procurement Officer

Reports To:Director of Finance

Employment Term:12 Months

Position Summary

The Staff Accountant Procurement is responsible for overseeing the Districts procurement function while supporting key accounting operations related to purchasing fixed assets and financial compliance. This role ensures all procurement activities comply with District policies state regulations and applicable laws while promoting efficiency transparency and strong internal controls.

Working under limited supervision this position partners with schools departments vendors and state agencies to support effective purchasing decisions and maintain accurate financial records.

Qualifications

• Bachelors degree in Accounting Finance Business Administration or related field
• Prior experience in governmental accounting procurement or public sector finance preferred
• Strong knowledge of procurement processes and financial controls
• Excellent written verbal and interpersonal communication skills
• Proficiency in financial systems/ERP platforms and advanced Microsoft Excel skills
• Ability to manage multiple priorities and meet deadlines with a high level of accuracy
• Ability to professionally represent the District in meetings with internal stakeholders and state-level agencies

Key Responsibilities

Procurement Administration

• Reviews and approves purchase requisitions for accuracy completeness and compliance with District policies and ensures proper coding to GL accounts
• Prepares and issues formal solicitation documents (e.g. RFPs RFQs IFBs)
• Evaluates bids and proposals for compliance
• Facilitates contract awards and manages change orders
• Maintains all procurement files including all contracts and agreements and monitors related expiration dates
• Advises and assists departments on procurement strategies and vendor selection

Compliance & Policy Management

• Ensures compliance with procurement laws and policies
• Ensures the District Procurement Code is kept in compliance with the state Procurement Code and works with state officials on any modifications in the code
• Maintains procurement procedures and guidelines including maintaining applicable internal controls
• Develops a professional network including local and state procurement officials to ensure the District continues to benchmark best practices
• Documents and reports violations of the procurement code (ratifications)
• Supports audits and internal controls

Vendor & Contract Management

• Maintains vendor database and onboards new vendors
• Monitors vendor performance and contract compliance
• Ensures proper documentation and compliance requirements
• Supports vendor outreach initiatives including working in conjunction with other agencies/districts

Financial Reporting & Analysis

• Supports month-end and year-end close
• Prepares procurement reports and spend analysis
• Tracks budget vs actuals
• Posts budget changes and general journal entries
• Identifies cost-saving opportunities
• Annually process 1099s

Fixed Assets Management

• Maintains fixed asset database
• Reconciles to general ledger
• Manages inventory and annual counts
• Tracks construction in progress
• Works in conjunction with Special Revenue Specialist to ensure proper accounting recordkeeping and tracking of equipment purchased with Federal Funds
• Manage all surplus sales including the Gov Deals surplus program for the District and ensures proper disposal accounting and gain/loss recognition
• Annually calculates and records depreciation expense

Systems & Program Administration

• Administers District P-Card program
• Maintains ERP procurement data
• Supports system improvements
• Ensures accurate recordkeeping

Additional Responsibilities

• Conducts training sessions and provides guidance on procurement policies
• Maintains the District procurement website information ensuring a relevant and current web presence
• Collaborates with stakeholders
• Supports and initiates process improvements
• Performs other duties as assigned

Evaluation:Performance will be evaluated annually in accordance with Board policy.

MINIMUM QUALIFICATIONS OR STANDARDS REQUIRED TO PERFORM ESSENTIAL JOB FUNCTIONS

Physical Requirements: Requires work that involves walking or standing some of the time and involves exerting up to 50 pounds of force on a recurring basis.

Data Conception: Requires the ability to compare and/or judge the readily observable functional structural or compositional characteristics (whether like or divergent from obvious standards) of data people or things.

Interpersonal Communication: Requires the ability of speaking and/or signaling people to convey or exchange information. Includes receiving assignments and/or directions from supervisor.

Language Ability: Requires the ability to read a variety of documents. Must be able to speak with poise voice control and confidence and to articulate information to others.

Intelligence: Requires the ability to apply logical thinking to define problems collect data establish facts and draw valid conclusions; to interpret an extensive variety of instructions in oral written or diagrammatic form; to deal with several abstract and concrete variables. Must have the ability to comprehend and interpret received information and the ability to comprehend and implement basic machinery functions.

Verbal Aptitude: Requires the ability to record and deliver information to explain procedures to follow oral and written instructions. Must be able to communicate effectively and efficiently with persons of varying educational and cultural backgrounds.

Numerical Aptitude: Requires the ability to add and subtract totals to multiply and divide to determine percentages and decimals to determine time. Must be able to use practical applications of fractions percentages ratio and proportion.

Form/Spatial Aptitude: Requires the ability to inspect items for proper length width and shape and visually read various information.

Motor Coordination: Requires the ability to coordinate hands and eyes rapidly and accurately in using automated office equipment and communications machinery.

Manual Dexterity: Requires the ability to handle a variety of items including computer keyboards office equipment control knobs switches etc. Must have minimal levels of eye/hand/foot coordination.

Color Discrimination: Requires the ability to differentiate between colors and shades of color.

Interpersonal Temperament: Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under moderate stress when confronted with an emergency or tight deadline. The worker is subject to tension as a regular consistent part of the job.

Physical Communication: Requires the ability to talk and hear: (talking: expressing or exchanging ideas by means of spoken words; hearing: perceiving nature of sounds by ear). Must be able to hear and understand communications through a telephone.

PERFORMANCE INDICATORS

Knowledge of Job: Has thorough knowledge of the methods policies and procedures of Spartanburg School District Seven pertaining to specific duties of the Staff Accountant Procurement Officer. Is knowledgeable in the standards and regulations pertaining to the specific duties and responsibilities of the position.

Has knowledge of the organization of the district and of related departments and agencies. Has the ability to comprehend interpret and apply regulations procedures and related information.

Can perform duties effectively and professionally in an environment in which discrimination and other public issues are constant concerns. Has the ability to plan organize and prioritize daily assignments and work activities. Has good organizational technical and human relations skills. Has the ability to learn and utilize new skills and information to improve job performance and efficiency.

Quality of Work: Maintains high standards of accuracy in exercising duties and responsibilities. Exercises immediate remedial action to correct any quality deficiencies that occur in areas of responsibility. Maintains high quality communication and interaction with internal and external entities with whom the position interacts.

Quantity of Work: Performs described Essential Functions and related assignments efficiently and effectively to produce quantity of work which consistently meets established standards and expectations.

Dependability:Assumes responsibility for completing assigned work. Completes assigned work within deadlines in accordance with directives policy standards and prescribed procedures. Maintains accountability for assigned responsibilities in the technical human and conceptual areas.

Attendance: Attends and remains at work regularly and adheres to policies and procedures regarding absenteeism and tardiness. Provides adequate notice to higher management with respect to vacation time and leave requests.

Initiative and Enthusiasm: Maintains an enthusiastic self-reliant and self-starting approach to meet job responsibilities and accountabilities. Strives to anticipate work to be accomplished and initiates proper and acceptable action for the completion of work with a minimum of supervision and instruction.

Judgment: Exercises analytical judgment in areas of responsibility. Identifies issues or situations as they occur and specifies decision objectives. Identifies or assists in identifying alternative solutions to issues or situations. Implements decisions in accordance with prescribed and effective policies and procedures and with a minimum of errors.

Cooperation:Accepts supervisory instruction and direction and strives to meet the goals and objectives of same. Questions such instruction and direction when clarification of results or consequences are justified i.e. poor communications variance with established policies or procedures etc. Offers suggestions and recommendations to encourage and improve cooperation intra- and inter-departmentally.

Relationships with Others: Shares knowledge with managers supervisors and co-workers for mutual benefit. Contributes to maintaining high morale among all employees. Develops and maintains cooperative and courteous relationships inter- and intra-departmentally and with external entities with whom the position interacts. Tactfully and effectively handles requests suggestions and complaints to established and maintain good will. Emphasizes the importance of maintaining a positive image.

Coordination of Work: Plans and organizes daily work routine. Establishes priorities for the completion of work in accordance with sound time-management methodology. Avoids duplication of effort. Estimates expected time of completion of work elements and establishes a personal schedule accordingly. Attends required meetings planning sessions and discussions on time. Implements work activity in accordance with priorities and estimated schedules.

Safety and Housekeeping: Adheres to all established safety and housekeeping standards. Ensures such standards are not violated.

DISCLAIMER:This job description is not an employment agreement or contract. Management has the exclusive right to alter this job description at any time without notice.

Spartanburg School District Seven does not discriminate against any individual on the basis of race religion sex color disability age national origin or any other applicable status protected by local state or federal law. The district also provides equal access to the Boy Scouts of America and other designated youth groups as required by law.

Required Experience:

Staff IC