Vendors/Records/Textbooks Specialist - Purchasing/Central Warehouse - School Year 2024-2025

Spring Branch ISD; Houston (TX); On-site; USD 50,000 - 75,000; Full time

Job summary

An established education administration organization is seeking a detail-oriented Vendors/Records/Textbooks Specialist to support procurement and vendor management. This role involves processing vendor approvals, managing textbook purchases, and maintaining district records. The ideal candidate will possess strong interpersonal and communication skills, along with proficiency in Microsoft Office Suite. If you are organized, self-motivated, and ready to contribute to a vital educational environment, this opportunity is perfect for you. Join a team dedicated to enhancing educational resources and supporting the community.

Qualifications

• High school diploma required; Associate's degree preferred.
• 5 years office experience; 3 years finance software support.

Responsibilities

• Manage vendor setups and maintain vendor information.
• Process records requests and maintain confidentiality.
• Provide clerical support and assist with textbook orders.

Skills

MS Word

MS Excel

Microsoft Office Suite

Problem-solving

Interpersonal skills

Communication skills

Organizational skills

Bilingual (preferred)

Education

High school diploma or equivalent

Associate's degree or higher (preferred)

Tools

MUNIS

Job description

Vendors/Records/Textbooks Specialist - Purchasing/Central Warehouse - School Year 2024-2025

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Vendors/Records/Textbooks Specialist - Purchasing/Central Warehouse - School Year 2024-2025

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Spring Branch Independent School District

Vendors/Records/Textbooks Specialist

• High school diploma or equivalent.
• Associate's degree or higher preferred.
  
  

Spring Branch Independent School District

Job Description

Vendors/Records/Textbooks Specialist

Job Title: Vendors/Records/Textbooks Specialist Reports To: Assistant Director of Procurement Services Classification: Paraprofessional (Clerical/Teacher Assistant) Wage/Hour Status: Non-exempt Days: 230 Salary: See Compensation Plan for Paraprofessional/Administrative Support Staff, Pay Grade 208 Contract: None Date Revised: 11/15/2023 Primary Purpose: Responsible for MUNIS support in the detection of vendor fraud, processing of vendor approvals, numbers, mergers, deletions, W-9's, set-up, vendor inquiry and training. Responsible for performing the functions related to Textbook purchases and district records management. Perform the receptionist duties and clerical support for the Purchasing Department. Qualifications/Skills: Education/Certification:

• High school diploma or equivalent.
• Associate's degree or higher preferred.
  
  

Special Knowledge/Skills:

• Minimum Assessment Standard: Broad knowledge of MS Word and basic knowledge of MS Excel.
• Intermediate to Advance knowledge of Microsoft Office Suite-Outlook, Word, Excel, PowerPoint.
• Ability to work on own initiative. Demonstrate problem-solving strategies and practical knowledge.
• High quality interpersonal skills. Very good communication skills. Ability to prioritize work and multi-task successfully.
• Ability to interact effectively with end-users, co-workers, patrons, administrators, etc.
• Ability to be organized, self-motivated and complete task in a timely manner.
• Fluent in English (speaking and writing); bilingual preferred.
  
  

Experience:

• A minimum of four (5) years office experience.
• A minimum of three (3) years finance software/help desk support experience.
  
  

Major Duties and

Responsibilities: Vendor Management:

• Process vendor setup in Munis.
• Maintain accurate vendor information and update vendor profile as needed to avoid fraudulent activity.
• Collaborate with accounts payable to ensure accurate vendor processing including vendor inactivation.
• Assist with the onboarding of new vendor.
• Assist with the background check and fingerprinting process for vendors.
• Maintain confidentially of sensitive vendor information.
• Assist with creating and maintaining Vendor processes and procedures.
• Train administrative assistants on purchasing/vendor processing in MUNIS.
  
  

Record and Reports:

• Process all records requests i.e., SBISD personnel, requests outside SBISD, including former students and outside agencies.
• Maintain schedules and lists of obsolete records.
• Maintain confidentiality of sensitive records.
• Coordinate the pick-up and delivery of records. Train Records Management Liaisons from campuses/departments in the areas or record retention schedules, destruction and storage of records, as requested by Local Government Records Act and District policy.
  
  

Textbooks:

• Learn all aspects of Tipweb and be able to teach it to new campus Textbook clerks.
• Order and receive all textbook orders.
• Be able to print textbook requisitions and be able to pull orders as needed.
• Be able to contact textbook vendors as needed to obtain quotes and shipping costs.
  
  

Clerical Support:

• Perform receptionist duties and provide clerical support to Purchasing Department.
• Assist all visitors to the building, including SBISD staff and visitors from outside SBISD.
• Organize, manage and support routine work activities for MUNIS purchasing and Records Management.
• Assist with the processing of District inter-office mail and US Postal Service mail.
  
  

Other:

• Perform other duties as assigned.
  
  

Supervisory

Responsibilities: None Equipment Used: Computer and various office equipment. Working Conditions: Mental Demands:

• Maintain emotional control under stress.
• Work with frequent interruptions.
• This position requires regular in-person interaction with the public.
  
  

Physical Demands:

• Repetitive hand motions.
• Prolonged use of the computer.
• Frequent sitting, stooping, bending, pushing and pulling.
• Moving small stacks of textbooks, boxes, equipment and other campus equipment.
• Driving car/truck.
  
  

Environmental Factors:

• Exposure to temperature extremes (hot or cold).
• Exposure to humidity extremes.
  
  

Application Procedure: Click Apply then Login. To complete your application, please visit our website at https://www.springbranchisd.com/join-our-team/applicants. Spring Branch Independent School District is an Equal Opportunity Employer in compliance with Title IX and the Americans with Disabilities Act (ADA) of 1990 and does not discriminate on the basis of race, color, national origin, religion, gender, age, veteran status or disability.

The foregoing statements describe the general purpose and responsibilities assigned to this job and are not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required. By applying for this position, I acknowledge that I have read and understand the job description listed above.

Seniority level

• Seniority level

  Mid-Senior level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Sales and Business Development

• Industries

  Education Administration Programs

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