Purchasing Specialist

JOHNSTON COUNTY PUBLIC SCHOOLS

JOB DESCRIPTION

POSITION: Purchasing Specialist

FLSA STATUS: Non-exempt

LOCATION: Financial Services

TERM OF EMPLOYMENT: 12 Months

PAY GRADE: 66

REPORTS TO: Director of Purchasing

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Under the general direction of the Purchasing Director, manages P-Card program including, but not limited to, coordinating, implementing, and administering the P-Card program.

• Analyze P-Card purchases through the Works System; work with staff to ensure complete accuracy (correct budget codes, proper documentation, etc); sign-off once complete

• Provide technical support to P-Card managers

• Reconcile the monthly P-Card Statement

• Monitor monthly spend analysis per P-Card ensuring no transaction exceeds budget and approval limits

• Ensure all P-Card purchases reflect prior approval and PO allowances

• Implement P-Card payments for all applicable utilities - Monitor and initiate monthly journal entries

• Analyzes and approves requisitions for P-Card, Contracts and Requests per RFPs

• Collaborate with Director of Purchasing to ensure requirements are met prior to approval

• Refer back to Director of Purchasing for all questions or requisitions without minimum requirements

• Provides district-wide quotes/bids and processes district-wide orders

• Assist with RFP process, ensuring compliance with posting and advertising requirements

• Attend meetings as needed on behalf of the Director of Purchasing

• Monitors bid and contract requirements from preparation of specifications to end of term contract

• Contact departments annually within the last quarter of the fiscal year to discuss contract needs effective July 1 so all RFP, bidding, and approval processes are complete for PO preparation on July 1 annually.

• Works with departments closely ensuring proper execution of contracts prior to start of services

• Monthly contract reconciliation ensuring proper purchasing requirements are followed prior to implementation and the encumbered/year-to-date expenditures are within the contract and PO terms.

• Assists principals with school level contracting needs.

• Monthly purchasing reconciliation ensuring all project financial aspects are within RFP guidelines

• Projects as assigned

• Other duties as assigned

KNOWLEDGE AND ABILITIES:

• Working knowledge of purchasing concepts

• Ability to establish and maintain effective working relationships with others

• Ability to take initiative and work independently and within a team environment

• Ability to maintain confidentiality

• Considerable knowledge of computer applications

• Effective oral and written communication skills

• Effective time management skills

• Excellent organizational skills and ability to multitask

• Ability to perform computations accurately and with reasonable speed

• Ability to understand, interpret, and apply specific rules and regulations governing the processing of fiscal documents, maintenance of financial records, and preparation of fiscal reports

• Ability to complete complex tasks and minimize errors with attention to detail

• Ability to establish and maintain effective working relationships with school system staff and vendors

ACCEPTABLE TRAINING AND EXPERIENCE:

• Associate Degree in Accounting, Business, or related field with at least 1 year of purchasing experience or High School Diploma or equivalent with at least 3 years of purchasing experience,
• NC school system accounting experience preferred
• P-Card experience a plus

PHYSICAL REQUIREMENTS:

• Ability to communicate effectively in written and oral forms

• Ability to physically perform the basic life operational functions of grasping, sitting, walking, stooping, reaching, lifting, pushing, pulling, talking, seeing, hearing, and repetitive motion

DISCLAIMERS: The above statements are intended to describe the general purpose and responsibilities assigned to this position. They are not intended to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and skills that may be required of the employees assigned to this position. This description may be revised by the supervisor, with HR review and approval, at any time.

Johnston County Public Schools is an equal opportunity employer and does not discriminate in the employment or promotion of employees on the basis of gender, race, religion, age, national origin or disability.