Job Title: Buyer Wage/Hour Status: Non-Exempt
Job Role: Purchasing Funding Source: Local
Pay Grade: PR 7
Department/School: Purchasing
Function: Finance
Reports to: Director of Purchasing HR Date Approved: July 2006
HR Date Revised: November 2024
SUMMARY:
Assists in the procurement of material and equipment for the District following established District criteria and state purchasing rules for competitive bidding, informal quotations, and negotiations.
The essential functions, pursuant to the Americans with Disabilities Act, may include the characteristic duties and responsibilities noted herein, however, this list represents examples only, and is not a comprehensive listing of all functions and tasks performed by positions found in this job description.
Model KISD core organizational beliefs and values; perform duties effectively and efficiently for the purpose of supporting and contributing to high student achievement.
Provide program support and service delivery; communicate effectively within and across teams and participate in cross-functional work groups.
Maintain a commitment to the District mission; model District expectations through personal leadership and actively support the efforts of others to achieve District goals.
MAJOR RESPONSIBILITIES AND DUTIES
Purchasing
Manage vendor W9 and other legal documentation.
Process purchase orders
Assist with expediting emergency purchase orders.
Verify authorization of price increase with director prior to receiving goods.
Detect and resolve problems with incorrect orders, invoices, and shipments.
Monitor purchase order report for over-balance accounts.
Assist with campus/departmental training on entry of requisitions in the system.
Assist campus/departmental personnel with approved vendors and correct purchasing procedures.
Prepare bid specifications for items to be purchased and prepare bidding documents, including notice and instruction to bidders, specifications, and form of proposal.
Analyze bid quotations and make recommendations regarding awarding of contracts.
Work with supplier representative to ensure full understanding of bid requirements and to maintain awareness of product changes, price changes, or other information that could materially affect purchasing of items.
Work with vendors in regard to supply and equipment availability, invoices, purchase orders, and contracts.
Work cooperatively with District personnel to determine specific requirements and assist in locating necessary goods and services.
Test supplies and equipment offered by suppliers.
Maintain customer/vendor relations and address vendor concerns.
Clerical
Prepare and maintain vendor database; including set up of new vendors and changes to current vendors.
Prepare correspondence, forms, manuals, reports, purchase orders, and payment authorizations using a personal computer.
Monitor all purchase requisitions to determine correctness of vendor, product information, and calculations.
Policy, Reports, and Law
Maintain confidentiality.
Develop and maintain systems for retrieval of information in support of all programs; compile, maintain, file, and secure all physical and computerized reports, records, and other required documents.
Pursue Professional Development activities for self and assigned staff; ensure that Professional Development activities are aligned with District goals and initiatives and current professional research.
Comply with all policies, operating procedures, legal requirements, and verbal and written directives.
Comply with the Professional Code of Ethics and Standard Practices for Texas Educators.
Follow District safety protocols and emergency procedures.
Perform other related duties as assigned.
QUALIFICATIONS:
Education/Certification:
High School Diploma or equivalent
Experience:
Two (2) years successful clerical experience
Experience in public education environment (preferred)
SPECIAL KNOWLEGDGE/SKILLS/ABILITIES:
Strong organizational, communication, and interpersonal skills
Knowledge of correct English usage, grammar, spelling, and punctuation
Proficiency skills in typing, keyboarding, and file maintenance
Knowledge of basic mathematical computations
Knowledge of procedures for purchasing and invoicing supplies and equipment
Ability to work with numbers in an accurate and rapid manner
Knowledge of formal bid procedures
Ability to write clear bid specifications, test materials, and evaluations, and analyze vendor bids
Ability to deal effectively with vendor representatives
Ability to use personal computer and software to develop spreadsheets, databases, and do word processing
SUPERVISORY RESPONSIBILITES:
None
MENTAL/PHYSICAL DEMANDS AND ENVIRONMENTAL FACTORS:
Tools/Equipment Used:
Standard office equipment including personal computer and peripherals
Posture:
Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting