Purchasing Operations Lead — Admin & Contracts

Amarillo Independent School District; Amarillo (TX); On-site; USD 21,000 - 28,000; Full time

Job summary

Amarillo Independent School District Education Support Center in Amarillo, Texas seeks a Secretary to support the Purchasing Office, ensuring efficient operations in a busy environment.

Responsibilities include data entry in PeopleSoft, vendor screening, contract maintenance, orders, and answering calls while maintaining confidentiality and accuracy.

Requires high school diploma, 40 WPM, proficient MS Word/Excel/Google Sheets, and ability to handle multiple tasks under deadlines.

Qualifications

• High School Diploma or equivalent.
• Typing test greater than or equal to 40 WPM.
• Knowledge of school district organization, operations, and administrative policies
• Effective written and oral communication, public relations, organizational and interpersonal skills
• Work collaboratively with District and School personnel
• Proficient computer skills and file maintenance
• Use software to develop spreadsheets, perform data analysis, and do word processing
• Working knowledge of data processing systems and financial/accounting applications
• Ability to operate other office machines
• Flexible and able to adjust easily to changes in daily routine and timelines
• Work independently without direct guidance and supervision
• Handle multiple projects and activities simultaneously, and meet deadlines
• Regular attendance is an essential function
• Three years or more in school system bookkeeping or five years’ experience in general clerical/bookkeeping responsibilities

Responsibilities

• Online receiving in PeopleSoft for services and school deliveries.
• Screen vendors for all buyers, Purchasing Manager and Director of Purchasing.
• Screen vendors for addition to vendors’ list and maintains all letters of reference.
• Maintain Forms, 1295, COI, contracts.
• Maintain Contract Book on line, updating contracts on ESCFS1 as needed for schools access.
• Place orders for Purchasing and Warehouse.
• Reconciliation of Purchasing card.
• Record all incoming bids and sorts by date.
• Keep track of renewal dates and writes letters of extension for bids being renewed.
• Process purchase requests for equipment repairs.
• Process incoming calls from schools and vendors concerning a variety of questions and problems.
• Maintain appropriate postage in ESC meter up to $9000.00, and orders supplies for postage meter.
• Responsible for Purchasing Department exempt employee absences.
• Serve as receptionist to the public and professional clientele.
• Distribute and work Purchasing Department mail.

Skills

Typing 40 WPM

Communication skills

Collaborative work

Organizational skills

Interpersonal skills

Problem-solving under stress

Discretion/Confidentiality

Education

High School Diploma or equivalent

Three years or more in school system bookkeeping or five years’ experience in general clerical/bookkeeping

Tools

MS Word

Excel

Google Sheets

MS Windows

Job description

Amarillo Independent School District Education Support Center in Amarillo, Texas seeks a Secretary to support the Purchasing Office, ensuring efficient operations in a busy environment.

Responsibilities include data entry in PeopleSoft, vendor screening, contract maintenance, orders, and answering calls while maintaining confidentiality and accuracy.

Requires high school diploma, 40 WPM, proficient MS Word/Excel/Google Sheets, and ability to handle multiple tasks under deadlines.