Purchasing Order Clerk

Purchasing Order ClerkJob DescriptionBeta Academy is a Title I Schoolwide campus I understand that part or all of this job could be funded with federal funds Position Classification Hourly Non Exempt Reports To Chief Business Officer Department Finance Procurement Position Type 12 Month MissionThe mission of the Purchasing Order Clerk is to provide accurate timely and organized processing of district wide purchase requisitions and purchase orders The Purchasing Order Clerk serves as the primary processor of day to day purchase order activity and helps ensure district purchases are properly documented coded approved and processed in accordance with Beta Academy procedures This position works closely with staff campus and department leaders Procurement Finance Accounts Receivables and Accounts Payable to maintain an efficient purchasing process from requisition through purchase order completion Primary ResponsibilitiesPurchase Requisition & Purchase Order ProcessingManage the districts daily purchase requisition and purchase order queueReview requisitions submitted by staff for completeness accuracy appropriate documentation and required approvalsCreate and process purchase orders accurately and timely within the districts financial management systemVerify that requisitions include appropriate vendor information quotes bid numbers pricing quantities account coding shipping information and supporting documentationVerify vendor quote numbers are included on purchase orders when applicableEnsure applicable cooperative purchasing bid RFP RFQ or contract information is properly referenced on purchase orders when provided or requiredReturn incomplete or incorrect requisitions to the requestor with clear instructions regarding needed correctionsMonitor requisitions throughout the approval process and follow up on items that are delayed or incompleteMaintain accurate documentation associated with each purchase orderProcess purchase order changes corrections cancellations and closures in accordance with district proceduresMaintain an organized system for tracking outstanding and open purchase ordersFollow up with departments regarding purchase orders that remain open and assist with year end PO cleanup and closeoutPurchasing Documentation & ComplianceEnsure required purchasing documentation is attached to or maintained with each purchase order before processingVerify purchases follow established district purchasing procedures and approval workflowsIdentify transactions that require additional Procurement review and route them to the Procurement Director before processingAssist in maintaining documentation necessary for internal reviews external audits federal program monitoring and financial auditsMaintain purchase order records in accordance with district records retention requirementsAssist with monitoring purchasing thresholds and notify the Procurement Director when cumulative or proposed purchases may require additional procurement proceduresEnsure purchases are not processed outside established district purchasing procedures without appropriate authorizationProtect confidential financial employee scholar and vendor informationStaff Purchasing SupportServe as a primary point of contact for staff regarding routine purchase requisition and purchase order questionsAssist employees with properly completing requisitions and submitting required supporting documentationProvide clear communication when a requisition cannot be processed and identify what is needed to move the request forwardProvide routine guidance regarding district PO procedures documentation requirements and purchasing timelinesAssist with purchasing and PO training for new employees and staff as directed by the Procurement DirectorCommunicate professionally and respectfully while consistently enforcing district purchasing proceduresHelp reduce purchasing delays by proactively identifying missing information or documentationVendor & Order SupportVerify vendors are established in the districts financial system before processing purchase ordersCoordinate with the Procurement Director when new vendor setup or vendor information updates are requiredAssist Finance and Procurement Director with communicating with vendors regarding routine PO documentation order status pricing discrepancies or other transactional mattersAssist all departments with resolving routine discrepancies between purchase orders quotes invoices and received itemsCoordinate with Accounts Payable when PO corrections or supporting documentation are needed before an invoice can be processedEscalate significant vendor pricing contract or performance concerns to the Procurement DirectorFinancial System & Record AccuracyMaintain accurate purchase order information within the districts financial management systemVerify account codes purchase descriptions quantities pricing vendor information and supporting references before final processingAssist with correcting purchasing transactions when errors are identifiedRun routine purchase order reports and provide information regarding open pending completed or outstanding purchase orders to the Chief Business and Finance OfficersAssist Procurement and Finance with fiscal year end purchasing deadlines PO liquidation rollover and closeout activitiesMaintain electronic purchasing records in an organized and audit ready mannerDistrict Purchasing OperationsSupport a high volume purchasing environment serving multiple campuses and departmentsPrioritize purchase requests based on established procedures deadlines operational needs and direction from the Procurement DirectorMaintain accurate records of the status of purchase requests and provide timely updates when requestedAssist with special purchasing projects large orders campus openings summer purchasing and beginning of year purchasing activitiesSupport Procurement and Business Office operations during peak purchasing periodsPerform other purchasing procurement and Business Office duties as assignedPerformance ExpectationsThe Purchasing Order Clerk is expected to Process purchase requisitions and purchase orders accurately and within established departmental timelinesMaintain a high level of accuracy in account coding pricing quantities and documentationEnsure purchase orders are not issued without required approvals and supporting documentationMaintain an organized and current PO queue with timely follow up on outstanding itemsProvide responsive customer service to district employees while consistently enforcing purchasing proceduresMaintain complete organized and audit ready purchasing recordsProactively communicate purchasing issues unusual transactions missing documentation or potential compliance concerns to the Chief Business OfficerDemonstrate strong attention to detail while managing a high volume of transactions and competing deadlinesQualificationsRequiredHigh school diploma or equivalentStrong computer skills and ability to learn financial and purchasing softwareProficiency with Microsoft Office andor Google WorkspaceStrong data entry skills with a high degree of accuracyStrong organizational skills and attention to detailAbility to manage a high volume of transactions and multiple deadlines simultaneouslyAbility to review documentation carefully and identify missing inconsistent or inaccurate informationStrong written and verbal communication skillsAbility to communicate professionally with employees at all levels of the organization and with outside vendorsAbility to maintain confidentiality and appropriately handle sensitive financial and organizational informationAbility to follow established procedures while recognizing situations that require supervisor reviewPreferredMinimum of two years of administrative purchasing accounts payable bookkeeping finance or related office experienceExperience processing purchase orders or purchase requisitionsExperience with Skyward Q or another school district financial management systemExperience working in a Texas public school charter school governmental entity nonprofit organization or other regulated environmentExperience with government account coding FASRG purchasing documentation vendor records and Accounts Payable and Receivable processesFamiliarity with cooperative purchasing quotes bids RFPs and public sector purchasing proceduresKnowledge Skills & AbilitiesThe successful candidate must demonstrate Exceptional attention to detail and accuracyStrong organizational and time management skillsAbility to work independently within established proceduresAbility to manage repetitive transactional work without sacrificing accuracyAbility to appropriately prioritize urgent and routine purchasing requestsStrong customer service skillsAbility to respectfully enforce procedures and return incomplete requests for correctionAbility to recognize unusual purchasing activity and escalate concerns appropriatelyAbility to work collaboratively with Procurement Finance Accounts Payable campus administrators department leaders employees and vendorsAbility to work effectively in a fast paced school environment with frequent interruptions and changing prioritiesPhysical & Work RequirementsAbility to perform prolonged periods of computer and desk workAbility to communicate effectively in person by telephone and electronicallyAbility to occasionally lift and move office materials files or packages as requiredRegular and reliable attendance is an essential function of the positionAbility to occasionally work evenings and weekendsThis position is a 100 onsite roleCompensationCompensation is determined according to the Beta Academy compensation schedule