Purchasing Buyer - 226 Days (2024-2025) - Keller Independent School District

Job Title: BuyerWage/HourStatus:Non-Exempt

Job Role: PurchasingFunding Source:  Local

Pay Grade:  PR 7

Department/School:  Purchasing

Function:  Finance

Reports to:  Director ofPurchasingHRDate Approved:  July 2006

                                                                                                   HRDateRevised:November 2024

SUMMARY:

Assists in the procurement of material and equipment for the District following established District criteria and state purchasing rules for competitive bidding, informal quotations, and negotiations.  

The essential functions, pursuant to the Americans with Disabilities Act, may include the characteristic duties and responsibilities noted herein, however, this list represents examples only, and is not a comprehensive listing of all functions and tasks performed by positions found in this job description.

• Model KISD core organizational beliefs and values; perform duties effectively and efficiently for the purpose of supporting and contributing to high student achievement.

• Provide program support and service delivery; communicate effectively within and across teams and participate in cross-functional work groups.

• Maintain a commitment to the District mission; model District expectations through personal leadership and actively support the efforts of others to achieve District goals.

MAJOR RESPONSIBILITIES AND DUTIES

Purchasing

• Manage vendor W9 and other legal documentation.

• Process purchase orders

• Assist with expediting emergency purchase orders.

• Verify authorization of price increase with director prior to receiving goods. 

• Detect and resolve problems with incorrect orders, invoices, and shipments. 

• Monitor purchase order report for over-balance accounts.

• Assist with campus/departmental training on entry of requisitions in the system.

• Assist campus/departmental personnel with approved vendors and correct purchasing procedures. 

• Prepare bid specifications for items to be purchased and prepare bidding documents, including notice and instruction to bidders, specifications, and form of proposal.

• Analyze bid quotations and make recommendations regarding awarding of contracts.

• Work with supplier representative to ensure full understanding of bid requirements and to maintain awareness of product changes, price changes, or other information that could materially affect purchasing of items.

• Work with vendors in regard to supply and equipment availability, invoices, purchase orders, and contracts.

• Work cooperatively with District personnel to determine specific requirements and assist in locating necessary goods and services.

• Test supplies and equipment offered by suppliers.

• Maintain customer/vendor relations and address vendor concerns.

Clerical

• Prepare and maintain vendor database; including set up of new vendors and changes to current vendors. 

• Prepare correspondence, forms, manuals, reports, purchase orders, and payment authorizations using a personal computer.

• Monitor all purchase requisitions to determine correctness of vendor, product information, and calculations. 

Policy, Reports, and Law

• Maintain confidentiality.

• Develop and maintain systems for retrieval of information in support of all programs; compile, maintain, file, and secure all physical and computerized reports, records, and other required documents.

• Pursue Professional Development activities for self and assigned staff; ensure that Professional Development activities are aligned with District goals and initiatives and current professional research.

• Comply with all policies, operating procedures, legal requirements, and verbal and written directives.

• Comply with the Professional Code of Ethics and Standard Practices for Texas Educators.

• Follow District safety protocols and emergency procedures.

• Perform other related duties as assigned.

QUALIFICATIONS:

Education/Certification:

• High School Diploma or equivalent

Experience:

• Two (2) years successful clerical experience

• Experience in public education environment (preferred)

SPECIAL KNOWLEGDGE/SKILLS/ABILITIES:

• Strong organizational, communication, and interpersonal skills

• Knowledge of correct English usage, grammar, spelling, and punctuation 

• Proficiency skills in typing, keyboarding, and file maintenance 

• Knowledge of basic mathematical computations

• Knowledge of procedures for purchasing and invoicing supplies and equipment

• Ability to work with numbers in an accurate and rapid manner

• Knowledge of formal bid procedures

• Ability to write clear bid specifications, test materials, and evaluations, and analyze vendor bids

• Ability to deal effectively with vendor representatives

• Ability to use personal computer and software to develop spreadsheets, databases, and do word processing

SUPERVISORY RESPONSIBILITES:

• None

MENTAL/PHYSICAL DEMANDS AND ENVIRONMENTAL FACTORS:

Tools/Equipment Used: 

• Standard office equipment including personal computer and peripherals 

Posture:

• Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting 

Motion:

• Repetitive hand motions, frequent keyboarding and use of mouse; occasional reaching 

Lifting:

• Occasional light lifting and carrying (less than 15 pounds)

Environment: 

• May work prolonged or irregular hours

• Occasional districtwide

• Work to be completed on-site from assigned school or building

• Regular exposure to noise and computer monitors

• No remote work

Mental Demands: 

• Work with frequent interruptions; maintain emotional control under stress work; prolonged or irregular hours

INTENT AND ACKNOWLEDGEMENT:

This description is intended to indicate the kinds of tasks and levels of work difficulty required of positions given this title and shall not be construed as declaring what the specific duties and responsibilities of any particular position shall be.  It is not intended to limit, or any way modify the right of any supervisor to assign, direct and control the work of employees under supervision.  The use of a particular expression or illustration describing duties shall not be held to exclude other duties not mentioned that are of similar kind or level of difficulty.