Job Title: Secretary - Department Wage/Hour Status: Nonexempt
Reports to: Purchasing Director Pay Grade: C5 ($20.32 - $29.24)
Dept./School: Purchasing Department Days/Dates: 226
Primary Purpose:
Organize and manage the routine work activities of an administrative department office and provide administrative support to the procurement and warehouse department.
Qualifications:
Education/Certification:
- High school diploma or GED
- Valid Texas driver's license with driving record that meets District requirements
- Business, Purchasing and/or Accounting background desirable
Special Knowledge/Skills:
- Knowledge of public sector procurement procedures and commercial practices, inventory control, transportation, and shipping and receiving procedures is preferred.
- Data entry, customer service, strong oral and written communications, mathematic skills sufficient to calculate and analyze complex pricing schedules.
- Ability to prepare business correspondence from rough drafts and verbal instructions, use personal computers to develop spreadsheets using Excel, Access and MS Query, use standard word processing software such as Word, and develop a comprehensive knowledge of a complex automated purchasing management system, integrated to include Finance and Purchasing modules.
Experience:
- Three years secretarial experience, preferably in a public education environment
- Additional business and/or accounting work is desirable. Experience in government procurement or in a private sector distribution industry is preferred.
Major Responsibilities and Duties:
Records, Reports, and Correspondence
1. Develops and maintains filing systems in an audit-ready condition for the department, including requisitions, purchase orders, bids, correspondence, and contract files.
2. Reviews all incoming requisitions and recommends buyer assignment on emergency orders.
3. Monitors bidding schedules and calendars to ensure timely legal advertising, solicitation distribution, bid opening, and preparation of School Board information.
4. Responds to inquiries from customers, suppliers, and auditors. Performs personnel functions for department, including time sheets, leave usage reports, and payroll information.
5. Expedites and follows up on purchase orders; prepares purchase descriptions and item specifications.
6. Prepare correspondence, forms, reports, etc., for the department head and other department staff members using personal computer and typewriter.
7. Compile pertinent data as needed when preparing various reports.
Accounting
8. Assists in the preparation of the department budget for the director's approval; ensures that working budget is accurate and current.
9. Assist with the preparation of purchase orders and payment authorizations.
10. Responsible for maintenance and property accountability of department's office furniture and equipment. Ensures that work orders are submitted, the resulting work performed in timely manner; and adequate operational supplies, e.g. toner cartridges, propane tanks, are on hand to prevent a work stoppage. Occasional handling of petty cash and receipt of bid deposits.
Other
11. Acts as interface and initial point of contact for communication and conflict resolution between departments and suppliers.
12. Familiar with all the duties of the department clerks, to lend assistance with tasks as needed.
13. Trains new hires and school/department personnel in use of the automated purchasing system.
14. Maintain a schedule of appointments and make travel arrangements for department staff.
15. Monitors the day-to-day preparation of requisitions/purchase orders minimizing bottlenecks.
Supervisory Responsibilities:
None.
Equipment Used:
Office machines; computer, typewriter, printer, 10 key, copier/scanner, time clock, and fax.
Working Conditions:
Mental Demands/Physical Demands/Environmental Factors:
Work with frequent interruptions, maintain emotional control under stress. Repetitive hand motions; prolonged use of computer.