Job Title: Purchasing Associate

Reports to:Senior Buyer
Typical Schedule:245 days/7.5 hours
Bargaining Unit:USEP SRP

 

FLSA:Non-Exempt
Job Code:5180
Salary Schedule:11B

JOB GOAL

Responsible for providing routine clerical support and customer service for the department in one or more areas, including general review of requisitions, purchasing cards, external bid system, vendor records or other similar functions.

ESSENTIAL DUTIES & RESPONSIBILITIES

The following statements are intended to describe the general nature and level of work being performed by individuals assigned to this position. These statements are not intended to be construed as an exhaustive list of all duties and responsibilities required of those in this position.
  1. Perform various purchasing and data-entry related activities in accordance with established principles and procedures while maintaining confidentiality.
  2. Assist schools and departments in resolving product and delivery issues by following up with vendors on items not received or that involve discrepancies on invoices.
  3. Communicate procurement functions and procedural requirements with vendors, district departments, and schools as required by Board policy and Florida State Statutes.
  4. Process purchasing card transactions including: applications, request for transfers, terminations, and disputes.
  5. Review requisitions and purchasing card transactions for compliance with policies and procedures.
  6. Assist with securing prices from vendors and obtaining written quotations.
  7. Place orders for needed materials and assist with determining acceptable substitutes when needed.
  8. Assist in maintaining catalogs and price sheets.
  9. Maintain vendor records within the ERP system.
  10. Prepare awarded vendor information documents as directed for Board approval.
  11. Assist with maintaining bids, quotes, contracts, and proposal request documentation.
  12. Assist with bid, quote, and request for proposal activities including the final pricing.
  13. Performs other duties as assigned.

MINIMUM REQUIREMENTS

Requirements are representative of minimum levels of knowledge, skills and/or abilities. To perform this job successfully, the incumbent will possess the abilities or aptitudes to perform each duty successfully. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

KNOWLEDGE, SKILLS & ABILITIES

  • Ability to communicate effectively, orally and in writing, including electronic media
  • Ability to organize, prioritize, manage and carry out duties efficiently and within established timeframes
  • Operating knowledge of computer programs, including email, word processing, spreadsheets, and databases
  • Ability to establish and maintain collaborative working relationships with all stakeholders

EDUCATION, TRAINING & EXPERIENCE

  • High School Diploma or equivalent

CERTIFICATES, LICENSES & REGISTRATIONS

None

PREFERRED QUALIFICATIONS

  • Clerical experience
  • Advanced Excel and Word skills

SUPERVISORY RESPONSIBILITY

None

PHYSICAL REQUIREMENTS

Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently to lift, carry, push, pull or move objects. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.

PHYSICAL ACTIVITY

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this job, the employee is required to sit, talk and hear; stand and walk; use hands to finger, handle, or feel; reach with hands and arms. The employee occasionally lifts and/or moves up to 25 pounds. Specific vision ability required by this job includes close vision, distance vision, and the ability to adjust focus.

WORKING CONDITIONS

Indoors and Outdoors: The worker is subject to both environmental conditions. Activities occur inside and outside.

MACHINES, TOOLS, EQUIPMENT

  • General office equipment, including personal computers, fax machines, copiers, telephones, etc.

TERMS OF EMPLOYMENT

Salary and benefits shall be paid consistent with the District’s approved compensation plan. Length of the work year and hours of employment shall be established by the District.

Performance of the job will be evaluated in accordance with provisions of the School Board’s policy on evaluation of personnel.

Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time.

Pasco County Schools will provide reasonable accommodations to qualified individuals with disabilities to allow them to perform the essential functions of the job when such individuals request an accommodation.

Purchasing Associate;   EST: May 17, 2016 ;   REV: n/a;   Board Approved: May 17, 2016