2024-25 Financial Associate I - Purchasing - North Kansas City Schools

Financial Associate I - Purchasing

QUALIFICATIONS:

1. Any combination of education, training, and experience equivalent to the completion of a high school diploma.
2. Additional preparation and/or college work related to the position preferred.
3. Demonstrates strong computer skills.
4. At least two years of effective and relevant work experience preferred.
5. Possesses excellent problem solving, analytical skills, and customer service.
6. Possession of the knowledge, skills, abilities, and physical attributes necessary to perform the essential functions of the position.
7. Demonstrates effective human relations and communication skills.
8. Such alternatives to the above qualifications as the Board may find appropriate or acceptable.

REPORTS TO:                                                                     Director of Purchasing

JOB GOAL:                                                                          To assure the smooth and efficient operation of an office so that the office’s maximum positive impact on the education of children can be realized.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the knowledge, skills and abilities required.  Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

• Perform office management tasks.
• Electronically formats and types confidential and general correspondence, reports, memorandums, forms, statistical data, etc. as required or assigned.
• Maintain files and records.
• Answer telephone in a pleasant respectful manner and routes calls to appropriate personnel.
• Performs clerical tasks required to carry out functions of the office.
• Greets visitors and clients in a pleasant respectful manner and responds to inquires in a timely manner.
• May be called upon to make travel arrangements for supervisors or other staff.
• Requires the analysis of facts and circumstances to conclude and make recommendations for solving administrative problems within the limits of standard or accepted practice.
• Directs and coordinates the activities of other employees, usually performing non-exempt tasks.
• Has a diversity of duties and responsibilities involving knowledge and application of district policies and procedures that require considerable independent judgment in the determination of actions to be taken.
• Possesses autonomy in performing some administrative functions through to completion.
• Works with the administrator on confidential labor and employment matters and participates in assisting or researching grievance case process for management.
• May participate in the meet and confer process.
• Demonstrates effective human relations and communication skills.
• Adheres to good safety practices.
• Adheres to all district rules, regulations, and policies.
• Other duties as required or assigned

ADDITIONAL POSITION SPECIFIC RESPONSIBILITIES:

• Monitor purchase requests for compliance with district policies and procedures.
• Review and monitor check requests and employee reimbursements for compliance with best business practices, policies and procedures.
• Print and send Purchase Orders to buildings and departments across the district.
• Modify, disencumber, and re-process purchase orders for offices Districtwide.
• Manage a PCard for department or district-wide needs use.
• May be asked to assist with the Director of Purchasing’s PCard.
• Place PCard orders for items needed within the Purchasing, Warehouse, or Print Shop area.
• Purchase items for traveling groups that require a PCard payment prior. (ie: bus passes, reserved activity tickets, registrations, etc.)
• Be cross-trained within the department to cover for absences and ensure that business and supply processes continue, as usual.
• Review Pcard transactions and receipts for compliance with district policies and procedures prior to final review and approval for full processing.
• Communicate policies and procedures to employees in a positive manner.
• Train new users to BPlus on the Purchasing Module and reports.
• Have a full understanding and train new users about purchasing procedures, district policies, and best business practices.
• Help create annual training modules with updates and information relevant to the Purchasing process.
• Help update the Purchasing Policies and Procedures Guide along with guidance from the Director of Purchasing.
• May be sent out to locations to work directly with a new Admin. Assistant for training purposes.
• May be asked to provide assistance to other offices across the District with purchases when an employee is out on leave for an extended time or the department doesn’t have a PCard holder.
• Enter and manage Purchasing Department PO’s for arising needs and regularly invoiced services, to include but not limited to: vehicle leases, heavy equipment purchases, maintenance and service invoices for equipment or vehicles, and other services, and any other needs that arise as directed by supervisor.
• Help add and update data to the Fixed Asset records in Business Plus.
• Help implement new processes as they arise.
• Continually review and train in Purchasing best practices.

PHYSICAL DEMANDS:                                                     The individual who holds this position is regularly required to walk, hear and speak and must have close moderate and distance vision ability. This individual must be able to travel between district facilities. The position requires a moderate amount of travel and physical activity.

CONDITIONS AND ENVIRONMENT:                         The work environment is consistent with typical office/school environment, but may include some time in the Warehouse.

TERMS OF EMPLOYMENT:                                           Salary and work calendar to be established by the Board of Education.  Benefits according to Board policies. 

FLSA:                                                                                     Non-exempt

RETIREMENT:                                                                    Public Education Employee Retirement Systems (PEERS)

CLEARANCES:                                                                    Criminal Justice Fingerprint/Background Clearance

EVALUATION:                                                                    Performance of this job will be evaluated in accordance with provisions of the Board’s policy on evaluations utilizing the Performance Based Support Staff Evaluation process.