Purchasing Agent

Immediate Supervisor: Assistant Superintendent of Finance

Primary Role and Purpose: 

Coordinate, implement and review all school purchases.  Work in close collaboration with the chief financial offer and help negotiate bulk contracts for the school.  Keep meticulous purchasing and spending records for the district.

Qualifications:

 Education: Bachelor’s Degree required, major in Business/Accounting preferred.

 Skills:

• Knowledge of school finance, budgeting, accounting systems, and economics preferred.
• Good attention to detail.
• Eagerness to learn about school law.
• Effective communication, public relations, and interpersonal skills.
•    Knowledge of software to compile spreadsheets, perform data analysis, and prepare presentations and reports.

Experience:  At least two years of office experience required.  At least two years in an accounting or purchasing function preferred.

Responsibilities and Duties

Purchasing and accounting

• Coordinate with the Assistant Superintendent of Finance to develop plans and controls necessary for handling purchasing transactions and for contract review and control.
• Ensure adherence to all public contracting laws.
• Carefully track all purchases and financial transactions.
• Keep careful control of any cash on hand.
• Receive and register bids, calculate results and draft written recommendations.
• Maintain bidder database and vendor contact files.

 Accounts Payable Functions

• Monitor all purchase requests to determine correctness of information, price, coding, etc.
• Process purchase orders using the district’s bookkeeping system.
• Process check requests to include “regular” and “before board” payments.
• Maintain auditable records and files, including files of invoices for fixed assets.

Documentation and Law

• Document all purchasing activity.
• Follow all policies and practices assigned by the district.  Ensure that the district is following all federal, state and local laws, as well as NYSED and state charter association policies, in regard to purchasing.
• Manage all hardcopy and computerized reports, records, and other documents required.
• Compile and review reports as required by the Assistant Superintendent of Finance.

 Inventory

• Ensure accurate computerized inventory records of all of the charter’s assets.
• Physically check the inventory on a regular basis.
• Distribute items in accordance with school policy, and maintain distribution records.
• Maintain and direct sales of surplus salvage equipment for disposal.

School and Community Relations

• Support school mission and demonstrate behavior in compliance with the expectations of the teachers, students, and administrators.
• Show knowledge of charter and community needs and implement programs, as applicable, to meet those needs.
• Share your ideas for school improvement with the Assistant Superintendent of Finance.

Job Related Conditions:

• Maintain control in stressful situations.

All primary roles and major responsibilities are listed.  Additional duties and skills may be required for each job.