Purchasing Executive Assistant- Nesa Grade 3

Newton Public Schools Newton , MA 02458

Posted 3 weeks ago

Department: Purchasing/Business Job Title: Purchasing Executive Assistant FLSA Status:

(Exempt/Non-exempt) NESA: Grade 3 - Exempt Reports to: Purchasing Manager

general description (1-3 lines describing role):

The Purchasing Executive Assistant provides support and assistance with all purchasing and procurement for the Newton Public Schools.

Qualifications:

REQUIRED QUALIFICATIONS:

  • Bachelor's Degree or equivalent work experience, including, but not limited to, business study

  • Experience working in a complex organization, serving numerous departments and locations

.Ability to handle a multitude of varying and complex assignments

.Excellent oral and written communication skills

  • Ability to work independently with speed and accuracy in a very active environment

  • Must be proficient in Windows, Microsoft Office applications and the Internet. Knowledge of Finance Plus, File Maker Pro or First Class is a plus

DESIRED QUALIFICATIONS:

  • Experience in purchasing or related work in public and/or private sector

  • Knowledge of Massachusetts procurement laws and regulations

ESSENTIAL JOB DUTIES (not limited to):

  • Responsible for maintaining electronic spreadsheets to track FF&E and supplies inventories, track public bids and analyze results, maintain and update contract log, working with the schools, IT, and Purchasing and Legal departments at the City

  • Assists with requisitions for purchases entered electronically at the schools and departments

  • Researches products, services and vendors

  • Receives Purchase Orders from City Purchasing and distributes to originators and vendors

  • Assists the Purchasing Manager in the preparation of all annual bid orders. Communicates with all schools regarding supplies inventories and product preferences. Acts as liaison to vendors regarding purchasing and bid status

  • Runs status reports of open requisitions and purchase orders used as a management tool

  • Assists and or trains school personnel on how to enter purchase requisitions and run appropriate reports from financial software system and provides guidance as needed

.Prepares invoices as assigned for payment using spreadsheets and financial software system

  • Collaborates with accounting office to track status of payment of purchase orders/invoices

  • Answers purchasing inquiries from schools and vendors

  • Communicates purchasing regulations and requirements to school administrators, teachers, and staff

  • Determines purchasing needs by seeking input from school administration, teachers, and staff

  • Develops efficient purchasing procedures and develops procedure manuals

  • Collaborates closely with City Purchasing Office

  • Assists in developing bid specifications according to required format and in conformance with procurement laws and regulations

.Improves purchasing timelines through effective planning and coordination of bid calendars and Purchasing Action Plan

  • Works on related projects as assigned

Work Environment & PHYSICAL REQUIREMENTS:

Work Environment:

  • Work is performed in an active office work environment, with frequent interruptions

  • Operates computer, printer, telephone, copier, facsimile machine and all other standard office equipment

  • Makes frequent contact with school department staff. May have contact with the public, students, parents, vendors, and outside agencies and organizations

  • Maintains limited amount of department oriented confidential information

  • Errors could result in confusion and delay and adverse public relations

Physical Requirements:

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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to sit, communicate, or hear; occasionally required to walk, must be able to handle, or feel objects, tools, or controls; and reach with hands and arms. The employee must occasionally lift and/or move objects weighing up to 15 pounds. Vision and hearing at or correctable to normal ranges. This position requires the ability to operate a keyboard and calculator at efficient speed.

(This job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.)

Date Updated: 5/29/18 (bargained with NESA 8/8/17)

Newton Public Schools is an Equal Opportunity Employer. Newton Public Schools ensures equal employment opportunities regardless of race, creed, sex, color, national origin, religion, age, sexual orientation, disability, or any other class as protected by law. The Newton Public Schools places a high value on diversity and active recruitment of qualified minority teachers and staff. Any individual needing assistance in making application for any opening should contact the district human resources office.


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Purchasing Executive Assistant- Nesa Grade 3

Newton Public Schools