Granada Hills Charter
Job Description – Purchasing Assistant
Under the direction of the Chief Financial Officer or assigned administrator, the Purchasing Assistant position performs clerical, technical, and administrative support duties in support of purchasing functions such as requisitions, vendors and recordkeeping.
ESSENTIAL DUTIES AND RESPONSIBILITIES Receives, reviews, and processes incoming requisitions. Assigns vendor codes, account codes, and delivery requirements. Converts requisitions to purchase orders and prints purchase orders. Corresponds with new and existing vendors to gather information such as W9 and insurance documents. Prepares purchase orders for a variety of administrative services, supplies, and equipment including service contracts. Maintains records of transactions and use of equipment and services. Assists end-users with problems associated with generating computer-aided requisitions and purchase orders. Orients and explains the steps needed to produce purchase orders. Interfaces with vendors as first contact to address questions or problems, handles price adjustment approvals and serves as liaison between vendors and employees. Organizes electronic vendor files containing contact information, delivery, cost, and other information that supports ordering. Accesses existing data files and prepares lists of vendors, professional associations, advertising sources, and other categories to support the purchasing process.
- Maintains active files of all purchasing contracts, ensuring that balances reflect completed transactions, work-in progress, and anticipated needs.
Obtains price and delivery estimates from existing and approved vendors on routine items. Enters and updates data on new vendors into databases or files using established data entry screens and templates. Serves as first contact for the Business Department, receiving department telephone calls, forwarding telephone calls to the appropriate staff member. Participates in year-end process of ensuring purchase orders are charged to correct fiscal year to maintain correct budget controls. Performs a variety of clerical responsibilities in support of the purchasing function. May assist with receiving of merchandise, directs shippers to the proper location, notifying others of delivery. Performs other duties as assigned that support the overall objective of the position and the Business
Office.
QUALIFICATIONS
Knowledge of: Methods and procedures used in the purchasing of supplies and equipment. Use of a personal computer to access and enter information onto established data entry screens, format and produce documents, and look-up information stored on databases or internet.
- Data entry requirements for automated purchasing systems.
- Automated purchase order systems sufficient to create purchase orders from requests and requisitions, and to enter information.
- Office clerical procedures and computer-aided office productivity software (e.g. Excel, MS Office,Escape Online5, FileHold).
Sufficient writing skills to prepare routine business correspondence. Sufficient math skills to compute sums, extensions, portions, fractions, and percentages. Sufficient human relations skills to convey procedural information to others and to serve customers.
Ability to: Perform all of the essential duties of the position. Plan and prioritize work to meet schedules and timelines. Learn and interpret rules, policies and procedures affecting purchasing operations. Maintain detailed, accurate and retrievable files and records. Perform general math computations quickly and accurately. Work cooperatively with individuals and work teams within and outside the department, including vendors and outside agencies. Use a personal computer to access and enter information onto established data entry screens.
ENTRANCE QUALIFICATIONS
Education and Experience: High School diploma or equivalent and two years of production oriented clerical and record keeping experience, preferably in a purchasing environment within a school district or charter school business office.
All employees are subjected to fingerprinting and a review of conviction records.
This class description is not a complete statement of essential functions, responsibilities, or requirements but are representative of the minimum level of knowledge, skill and abilities needed. Management retains the discretion to add or change typical duties or a position at any time.
Job Type: Full-time
Pay: $23.08 – $31.64 per hour
Benefits:
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Retirement plan
- Vision insurance
Schedule:
- 8 hour shift
- Monday to Friday
COVID-19 considerations:
COVID Vaccine required, weekly on-site testing, masks must be worn indoors.
Work Location: One location