Purchasing Secretary (26-27 SY) - Purchasing Department, Irving

divh2Purchasing Secretary/h2pPerform administrative functions of the Purchasing Department related to the effective purchasing of supplies and equipment for the District. Provide quality Customer Service to Campus and Administrative Department Personnel, Vendors, and other customers of the Purchasing Department./ppQualifications:/ppMinimum Education/ Special Knowledge/Skills:/pulliHigh School Diploma or GED/liliExcellent skills in typing, communicating, word processing, and spreadsheets (Excel)/li/ulpMinimum Experience:/pulliThree (3) years of clerical/secretarial experience or other equivalent experience or background/li/ulpMajor Responsibilities and Duties:/polliPrepare correspondence, reports, and forms from dictation, drafts, and self-composition./liliScreen incoming telephone calls, providing information when appropriate and directing other calls to the appropriate person./liliOrganize, Maintain Contract

Bid Files, and other records (Physical files and Electronic Files) in logical, organized for quick access and retrieval, both paper files and computer documents and spreadsheets./liliKnowledge of retention schedules./liliReceive mail and other correspondence and properly route them for processing./liliOrder department supplies and enter data into all online systems./liliProcess and route Contracts for Review and Signatures, including Sole Source requests./liliComplete and finalize vendor registrations in the Financial system and the Electronic bid system, including new vendors, officials, staff

vendor self-service./liliMaintain District Approved vendor list from multiple Purchasing Cooperatives./liliLog Purchase Orders for reports to cooperatives (Buyboard, TIPS, HCDE and TCPN) for district rebates/liliManage Verizon MiFi unit for District (not technology) (46)/liliManage ATT Cell phones for District employees (131)/liliMaintain department Webpage including uploading bids, forms and other information as directed./liliSubmit newspaper ads for Bids

RFP and Maintain Purchase Order(s) for Advertising/liliManage Copier Fleet invoice, including JVs from each department and campus location, responsible for Yearly Purchase Order./liliPurchasing Conference Room Scheduling/liliMaintain, Revise, and Create department forms, as directed/liliPrepare Tax Exempt Forms for vendors/liliPrepare and edit Board Documents for the Purchasing Department and coordinate Board Agenda Items with the Business Office and the Superintendents Office/liliPrepare the pre-bid sign-in sheet and any applicable information to be handed out during the meeting./li/olpWorking Conditions:/ppPhysical/Mental Demands: Ability to communicate effectively; ability to operate a computer; ability to commit detailed procedures to memory. Repetitive hand motions; prolonged sitting./ppSafety: Perform all duties in a safe and responsible manner. Observe all safety precautions./ppThe information in this job description is for compliance with the Americans with Disabilities Act (ADA). Preceding statements describe the general purpose and responsibilities assigned to this job and are not an exhaustive list of all responsibilities, duties, and skills that may be required. Reasonable accommodation may enable individuals with disabilities to perform the essential functions./ppThis document describes the general purpose and responsibilities assigned to this job. It is not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required./p/div