Purchasing Assistant (Central Office)

Purchasing Assistant (Bookkeeper II or III based upon recommendation of CFSO)
Supervised by/Reports to: CFSO
Supervises: None
FLSA Status: Non-Exempt
Board Approved: October 8, 2024
Job Goals:
• To assist the CFSO and other personnel in the purchasing process, including competitive bidding, purchasing contracts, teacher fee allocations, travel cards, and purchase orders, and other duties as required to support school system business operations.
Qualifications:
1. High school diploma. Accounting or bookkeeping training and successful experience in the same or similar capacity for two years or more required.
2. Experience with governmental accounting software preferred.
3. Ability to meet the suitability criteria for employment and/or certification/licensure under the
Alabama Child Protection Act of 1999 and Act No. 2002-457.
4. Strong organizational skills and demonstrated knowledge of word processing software, spreadsheets, databases, and/or other office/data management technology.
5. Demonstrated proficiency in oral and written communication skills.
6. Effective interpersonal skills, with an emphasis on communication and collaboration with a wide variety of people and groups.
7. Ability to work independently, prioritize tasks, and perform assignments as directed with accuracy, attention to detail, and within established time frames.
8. Ability to identify and solve problems as a productive team member.
9. Ability to use technology to communicate, to manage data, and to produce/submit required reports, correspondence, and/or financial information.
10. Physical strength, mobility, dexterity, stamina, and acuity to perform job responsibilities.
11. Ability to be punctual and in regular attendance.
12. Such alternatives to the above qualifications as the Board may require.
Performance Responsibilities and Essential Functions:
1. Demonstrates support for the school system and its vision, goals and priorities.
2. Assists the CFSO in coordinating with departments and/or schools in the competitive solicitations for the furnishings or supplies, materials, equipment, and services.
3. Resolves problems and issues arising from purchasing supplies and equipment related to vendors.
4. Distributes teacher fee allocations and assists with expenditures.
5. Works with other departments and school administrators to prepare and request quotations from vendors.
6. Prepares and submits information and/or recommendation for Board agenda as assigned, if applicable.
7. Assists with bid openings and tabulations.
8. Assists with the bid process as directed.
9. Provides information to departments, schools, vendors, and the public regarding purchasing and the bid process.
10. Maintains comprehensive records of all purchases, purchasing contracts, competitive bids, requests for proposals, fixed assets, purchase orders, and other school system operations or records as assigned.
11. Performs duties and represents the system in a courteous, positive and professional manner.
12. Arranges for technical support, servicing, and effective operation of office technology and office machines as assigned.
13. Attends and participates in meetings as directed.
14. Maintains appropriate confidentiality regarding school/workplace matters.
15. Demonstrates initiative in identifying potential problems and/or opportunities for improvement
in areas of responsibility.
16. Reports potential problems, unusual events, or work irregularities to appropriate administrative
or supervisory personnel.
17. Responds to inquiries, requests, constructive feedback, concerns and/or complaints in a timely and positive manner.
18. Maintains and submits reports, records, and correspondence in a timely and accurate manner.
19. Properly uses and cares for equipment and material resources of the school system and effectively supervises and monitors others in the care, maintenance, and use of tools, equipment, and inventory.
20. Uses effective collaboration skills to work as a productive team member.
21. Adheres to school system rules, administrative procedures, local Board policies, and state, federal, and local regulations.
22. Reports absences and takes leave in accordance with Board policies and procedures.
23. Performs any other job-related duties as assigned by supervisor(s).
Terms of Employment: Twelve-month position in accordance with the Board's salary schedule.
Evaluation: Performance of this job will be evaluated in accordance with provisions of the State Department of Education and/or Tuscaloosa County Board of Education policy on evaluation of classified personnel.
The statements above are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. All personnel may be required to perform duties outside of their normal responsibilities as needed.