Administrative Assistant to Purchasing and Accounts Payable

RESPONSIBILITIES AND DUTIES:

 *Serve as back-up for Receptionist, including monitoring doors to Central Office first floor, answering phones, receiving and distributing mail 

*Assist with recording, documenting, and communicating confidential information for disciplinary hearings 

*Complete tasks requested by Purchasing & Accounts Payable Specialist, including but not limited to:

  - Receiving order requests from District Departments and reviewing for accuracy and proper approvals,   assisting purchasers in determining effective and efficient purchasing practices 

 - Collecting informal quotes as needed for orders meeting the purchase threshold amount for quotes 

 - Entering requisitions into the District accounting software, ensuring correct coding of the purchase 

 - Delivering purchase orders to vendors and placing orders as needed, and communicating purchase status to purchasers

 - Obtaining delivery and receipt information for orders from District Departments 

  -Obtaining required approvals and signatures for invoices 

 - Assisting with formal bid process 

  -Assisting in maintaining purchasing and accounts payable files

  - Assisting in the preparation of information requested for audits and state monitoring

  - Assisting in updates to budget trackers

 - Assisting with the collection of W-9s, providing tax-exempt information, and vendor set-up in District accounting software 

 - Fostering strong working relationships with internal departments, outside vendors, and other suppliers 

 - Assisting employees in understanding and following purchasing policies and procedures 

 - Assisting in the preparation and presentation of monthly expenditure reports for departmental review 

* Assist in maintaining office supply inventory for the Business Department and Central Office 

*Assist Chief Financial Officer with additional projects and tasks as needed 

REQUIRED QUALIFICATIONS:

*Eligible to work in the United States and pass a criminal history background check 

*Possess a high school diploma or GED 

*Possess excellent oral and written communication skills 

*Possess excellent mathematical skills 

*Possess strong reasoning, problem-solving, and analytical skills 

*Possess a general understanding of applicable procurement law, code, and Board policy 

*Ability to interpret policies, procedures, and financial data 

*Ability to work independently  as well as collaboratively and manage multiple tasks 

*Capable of maintaining strict confidentiality when handling sensitive and private information 

*Capable of establishing and maintaining effective working relationships with internal and external stakeholders 

*Capable of performing physical duties, including lifting up to 50 pounds and tolerating extended periods of sitting, standing, walking, and/or viewing computer screens