Administrative Assistant III - Procurement/Travel

Fort Worth ISD; Fort Worth (TX); On-site; USD 40,000 - 48,000; Full time

Job summary

Fort Worth ISD seeks a Procurement Support Specialist to perform basic public procurement functions and provide routine administrative support for travel and p-card transactions. You will review purchases, process forms, and maintain records in compliance with applicable laws and district policies.

The ideal candidate has at least three years of administrative support experience, strong data entry skills, and familiarity with financial software.

Qualifications

• High School diploma or GED required.
• Three years of administrative support experience.
• Experience with travel and p-card processes is preferred.
• Ability to learn and use financial software.

Responsibilities

• Review and approve travel arrangements and p-card purchases, ensuring compliance with district policies and laws.
• Prepare travel forms, vouchers, and purchase orders.
• Record receipts of travel forms and requisitions, ensuring accuracy and proper authorization.
• Maintain documentation in a systematic and confidential manner.
• Prepare correspondence, forms, reports, and payment authorizations using financial software.
• Assist with purchase orders and payments and reconcile with statements.

Skills

Administrative support

Data entry

Customer service

Attention to detail

Education

High School Diploma or equivalent

Tools

Microsoft Office

Financial software

Spreadsheets

Databases

Job description

Reports to: Director I - Procurement Services
Salary Range: $39,674 - $47,800
Pay Grade: 704
Duty Days: 239
PCN: 16237
FLSA Status: Non-Exempt

POSITION PURPOSE

Performs basic public procurement functions and provides routine administrative support to acquire goods and services, primarily travel and p-card transactions. Reviews and processes the purchases of goods and services and manages records according to applicable federal, state, and local laws, ordinances, rules and regulations.

Essential Job Functions

• Responsible for review and approval of travel arrangements and p-card purchases, assuring compliance with District policies, local, state, and federal procurement laws.
• Prepares and ensures accuracy of travel forms, vouchers, and purchase orders.
• Records receipt of travel forms and requisitions, inspects for accuracy, completeness, and proper authorization.
• Maintains documentation in a systematic and confidential manner.
• Reviews purchase orders for credit card assignment via third-party banking system
• Reconciles estimates to actual charges on invoices and credit card statements
• Provides technical assistance to ensure purchases and travel forms are processed in a timely manner.
• Serves as a District resource regarding travel and p-card policies/procedures, to include training and system assistance.
• Works effectively with District staff in regard to travel and p-card transactions and procedures
• Prepare correspondence, forms, reports, purchase orders, and payment authorizations using financial software.

Safety

• Performs preventive maintenance on tools and equipment and ensures equipment is in safe operating condition.
• Follows established safety procedures and techniques to perform job duties including lifting and climbing; operates tools and equipment according to established safety procedures.
• Corrects unsafe conditions in work area and promptly reports any conditions that are not immediately correctable to supervisor.

Supervisory Responsibilities

• None.

PERSONAL WORK RELATIONSHIPS

• All Fort Worth ISD employees must maintain a commitment to the Districts mission, vision, and strategic goals.
• Exhibits high professionalism, standards of conduct and work ethic.
• Demonstrates high quality customer service; builds rapport/relationship with the consumer.
• Demonstrates cultural competence in interactions with others; is respectful of co-workers; communicates and acts as a team player; promotes teamwork; responds and acts appropriately in confrontational situations.

Other Duties As Assigned

• Performs all job-related duties as assigned and in accordance with Board rules, policies and regulations. All employees are expected to comply with lawful directives in rare situations driven by need where a team effort is required.

Knowledge, Skills And Abilities

• Knowledge of best practices for gathering, analyzing, and meeting business requirements.
• Knowledge of office procedures and operation of office equipment.
• Knowledge of financial and business software/systems to create spreadsheets, databases, reports, and documents
• Skill in data entry, with accuracy.
• Skill with continuous improvement, applying problem-solving models, and making recommendations.
• Skill in providing exceptional customer service to both internal and external customers.
• Ability to work with numbers in an accurate and rapid manner.
• Ability to accurately prepare and maintain records, files, and reports.
• Ability to communicate effectively, both oral and written forms, speak publicly, and listen intently to other points of view.
• Ability to organize and coordinate work.
• Ability to engage in self-evaluation with regard to performance and professional growth.
• Ability to establish and maintain cooperative working relationships with others contacted in the course of work.

Travel Requirements

• Travels to school district buildings and professional meetings as required.

PHYSICAL AND MENTAL DEMANDS. WORK HAZRDS

• Tools/Equipment Used: Standard office equipment, including computer and peripherals.
• Posture: Prolonged sitting; occasional stooping, squatting, kneeling, bending, pushing/pulling, and twisting.
• Motion: Frequent repetitive hand motions, including keyboarding and use of mouse; occasional reaching.
• Lifting: Occasional light lifting and carrying (less than 15 pounds).
• Environment: Works in an office setting; may require occasional irregular and/or prolonged hours.
• Attendance: Regular and punctual attendance at the worksite is required for this position.
• Mental Demands: Maintains emotional control under stress; works with frequent interruptions.

Minimum Required Qualifications

• Education: Accredited High School diploma, GED, or Texas Certificate of High School Equivalency required
• Certification: None
• Experience: Three (3) years of experience in administrative support functions performing detailed work, including the use of arithmetic and research.

This document is intended to describe the general nature and level of work being performed by people assigned to this job and is not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.