Purchasing/Accounts Payable/Property Agent

Poplarville School District; Poplarville (MS); On-site; USD 52,000 - 76,000; Full time

Job summary

Poplarville School District seeks a Purchasing Agent to ensure efficient procurement of commodities and services, supporting student benefit from expenditures set by the Board. The role reports to the Chief Financial Officer and requires MAGPPA membership.

Responsibilities include fixed asset audits, managing procurement programs, vendor negotiations, and preparing bidding documents. The position emphasizes accuracy, compliance, and continuous professional development.

Qualifications

• Must obtain membership with the Mississippi Association of Governmental Purchasing and Property Agents (MAGPPA).
• The purchasing agent shall possess a demonstrated aptitude or competence for assigned responsibilities and other such alternatives as the Board may find appropriate and acceptable.

Responsibilities

• Perform semi-annual and periodic fixed asset/inventory examinations.
• Maintains District Procurement and Travel Card Program.
• Attend annual MAGPPA conference for continuing education of purchasing agents.
• Initiates contacts with vendors relative to supply and equipment availability, invoices, purchase orders, and contracts.
• Prepares all bidding documents, including notices to bidders, instruction to bidders, specifications, and form proposal.
• Enters purchase order data and submits purchase orders to applicable vendor.
• Enters invoices including purchase order payments and direct payables into the accounting software to produce docket of claims.
• Develops and maintains appropriate records, such as vendors' register, vendor W-9 forms, vendor ACH documents, and fixed asset files.

Job description

• Must obtain membership with the Mississippi Association of Governmental Purchasing and Property Agents (MAGPPA).
• The purchasing agent shall possess a demonstrated aptitude or competence for assigned responsibilities and other such alternatives as the Board may find appropriate and acceptable.

Job Goal

To ensure efficient and effective purchasing of commodities and/ or services so that each student in the district derives maximum benefit from the expenditure allocations set by the Board.

Reports to: Chief Financial Officer

Essential Functions

• Perform semi-annual and periodic fixed asset/inventory examinations.
• Ensures all Integrity year end procedures are completed and ready to roll-over each new year.
• Maintain EEF Card Program including maintaining updated records, distributing EEF cards, obtaining signed agreements, training instructional personnel and collecting EEF cards.
• Maintains District Procurement and Travel Card Program.
• Attend annual MAGPPA conference for continuing education of purchasing agents.
• Obtain the Certified Mississippi Purchasing Agent certification.
• Initiates contacts with vendors relative to supply and equipment availability, invoices, purchase orders, and contracts.
• Obtains and studies comparative prices, quotations, bids, DFA state contracts, and ITS express products lists (EPL).
• Purchases by competitive bidding, informal quotations, and negotiations, items of supply and equipment necessary for the operation of the school district.
• Studies price trends and market conditions and keeps informed of sources of supply and new product development.
• Investigates quantity and quality of commodities purchased.
• Prepares all bidding documents, including notices to bidders, instruction to bidders, specifications, and form proposal.
• Monitors all purchase requisitions to determine valid vendor, correctness of information, price extensions, coding information, and similar issues.
• Enters purchase order data and submits purchase orders to applicable vendor.
• Reconciles authorized invoices to requisitions and purchase orders.
• Enters invoices including purchase order payments (commodity purchases and etc.) and direct payables (services, utilities, travel vouchers, membership dues and etc.) into the accounting software to produce docket of claims.
• Processes checks including ACH direct deposits and mails checks including ACH emails to vendors and employees.
• Develops and maintains appropriate records, such as vendors' register, vendor W-9 forms, vendor ACH documents, vendor general liability and workers' compensation insurance, sequential purchase order file, claim dockets, check register, commodity register, bidders' list, paid invoice file to include original authorized requisition, purchase order and invoice, fixed asset/inventory reports, and fixed asset files.
• Assumes responsibility for correspondence relating to school district purchasing activities.
• Submit advertisements for district to include but not limited to purchasing of commodities and/or services, sixteenth section goods and/or services, sixteenth section leases, depository bids, construction contracts, and personnel positions.
• Prepares all tax forms relating to vendors including but not limited to quarterly 1097-BTC and annual 1099-MISC, 1099-INT and 1096's.
• Orders and tracks supplies for central office finance staff.
• Develop and maintain a Poplarville School District Fixed Asset
• Ensure all fixed asset/inventory items are bar coded and properly recorded in the accounting software.
• Reconcile monthly all fixed asset/inventory invoices paid to fixed asset/inventory report.
• Reconciles all fixed assets at year end.
• Maintain perpetual fixed asset/inventory records including purchases and disposals.
• Attends annual MASBO conference, accounting software meetings, and applicable meetings for updates and continuing education in processing purchasing, accounts payable, and property records.

Additional Responsibilities

• Participates in and completes the approved district Staff Development Program.
• Performs such other tasks and assumes such other responsibilities as the immediate supervisor may from time to time assign.
• Demonstrates a commitment to professional growth.
• Demonstrates effective interpersonal and communication skills.
• Maintains appropriate professional appearance.
• Demonstrates regular attendance and punctuality.

Evaluation

Performance of the individual holding this job will be evaluated by this position's immediate supervisor .

Evaluations will be performed annually for means of determining the re-hiring/termination of this position.

Evaluations may be done several times throughout the year at the discretion of this position's immediate supervisor.

Scope Of Work

Process and maintain district purchasing, accounts payable and property records.

Pay Scale

This position is based on a twelve month agreement (actual total days worked will be reported on yearly worker agreement).

Compensation and work year to be established by the Superintendent and approved by the Board of Trustees on an annual basis. This position is "At Will".

Smartphone

Required for communication with Chief Financial Officer.