Purchasing Clerk
- Must possess high school diploma or equivalent-preferred.
- Must possess a background consisting of business office experience and clerical skills.
- Must have knowledge of Uniform System of Financial Records-Chart of Accounts and Procurement Code-preferred.
- Must possess two years experience in basic accounting and bookkeeping principles.
- Must possess knowledge of computer skills and experienced with Visions Enterprise Software-preferred.
- Ability to meet and work with District employees and the Public.
- Such Alternatives to the above qualifications as the Board may find acceptable and appropriate.
REPORTS TO: Business Manager
TERM OF EMPLOYMENT: 12 months
JOB GOAL: To assist with administering the business affairs of the District in such a way as to provide the best possible educational services with the financial resources available.
PERFORMANCE RESPONSIBILITIES:
- Receives, reviews, and processes purchase requisitions, checking for accuracy, completeness and proper authorization.
- Assist District personnel with determining correct product and/or service to meet a particular need.
- Prepare seal bids in accordance the USFR procurement code and based on needs of the District.
- Develop contracts with Cooperative agencies to ensure compliance with procurement practices.
- Prepare written material for the purpose of documenting activities, providing written references, and conveying
information.
- Establish a vendor registration process and maintain a District vendor listing by commodities.
- Assist the District in determining what is advantageous to the District (prices, quality, service, etc.) by systematic selection process.
- Prepare, print, distribute and file purchase orders.
- Maintain list of contracts on Sole Source, Yearly Contract Renewals, and Adopted Curriculum.
- Cooperates with auditors and provides information to them as required.
- Monitor and make recommendations on going contracts with vendors.
- Maintain updated vendor file in accounting system.
- Establish a bid documents including notice to bidders- specifications and form of proposal.
- Maintain systematic records on bid documents for 5 years.
- Establish a vendor-District relationship and make recommendation on quality of service received from vendor.
- Develop forms and establish a system on new vendors and w-9 reporting.
- Reconcile and verify daily revenues and prepare daily deposits.
- Recording and posting daily revenues to various District accounts.
- Report all liability claims to the District's general liability insurance carrier, follow up on claims and ensure the District insurance fund is replenished.
- Oversee disposal of surplus materials or scrap products in accordance with District disposal processes.
- Oversee the acquisition, tracking and disposal of all fixed assets, ensuring that all aspects are GASB34 compliant.
- Ensure the District follows Governing Board Policy, A.R.S, and U.S.F.R.
- Performs other duties as assigned.
EVALUATION: Performance of this job will be evaluated in accordance with the provision of the Board's policy on Evaluation of Classified Personnel.
|