Purchasing Assistant

FT Secretary PositionThe Tredyffrin/Easttown School District is seeking applicants for a full-time secretary position at the TE Administration Offices. The position is eight hours a day, five days a week, 12 months a year, Monday through Friday. Starting rate: $32.80 per hour/regular - $33.00 per hour/after probation.Posting may be closed early if enough qualified applicants apply.

Qualifications:High school diploma; business degree preferred with emphasis in accountingAt least one-year experience in purchasing functionsWorking knowledge of District law, policies, procedures regarding purchasing functionsKnowledge of public-school accounting systemAbility to work independently in a task oriented, detail specific, and goal focused manner; self-motivatedOutstanding organizational skills and ability to do different aspects of ongoing projects simultaneouslySuperior time management skills; ability to prioritize work to complete projects under firm deadlinesPoise and confidence in handling public contactsGeneral office experience and working knowledge of basic office procedures (filing, billing, mailing) and machines (fax, copier, etc.)Computer skills with literacy on PC systems and software; MS Office Suite (Word, Excel, etc.); knowledge of PowerSchool EFinance software and PennBidGood statistical/analytical skills; ability to use Excel efficientlyProficiency in the use of technology for individual and purchasing process tasks, communication, and researchStrong mathematical, verbal, and written communication skillsTyping speed 50 WPMTactfulness, patience, confidence and positive attitudePerformance Responsibilities:Regular attendanceReceives, documents and processes purchase orders and changesEnters data necessary for the officeEnsures proper account numbers, vendors, vendor codes, bid items, quotes, and logging of confirming ordersGenerate and electronically disperse purchase orders and track statusProvides guidance to employees involved in their department's purchasing process, especially with the bid items and quotes; answer questions, resolves problems, corrects errorsContacts vendors relative to supply and equipment availability; follow up regarding late back orders and items missing or incorrectMails out Alternative W-9 questionnaires to new vendors and files them when returnedMaintain up-to-date mailing lists for bid categories, adding and deleting names according to performance and written requestsPrepares bidding documents and quote requestsHandles emergency purchases by promptly pursuing the request by telephone or e-mailSearches for cheaper and better sources of materials, supplies, and equipment (i.e. in catalogues and online)Files claims and secures such adjustments as are necessary in the case of an unsatisfactory shipment or the receipt of goods damaged in transitGenerate change orders when amount on order is invoiced at other than the authorized amountPrepares information for distribution about accepted new vendors, changed discounts, and proper purchase order proceduresHelps maintain a visible audit trail of all purchasing transactionsE-mail advertisement to newspapers for bids/RFP'sPrepare, mail, receive and maintain files for Pennsylvania Tax Exempt FormsResearch and type full descriptions of all bid itemsAssist in maintaining the co-operative purchasing filesCollect and maintain current certificate of insurance for all bid vendorsTrain new District employees that are involved in the purchasing functionPerform other tasks as requested by supervisor