The Tredyffrin/Easttown School District is seeking applicants for a FT Secretary position at the TE Administration Offices. The position is 8 hours/day, 5 days/week, 12 months/year, Monday through Friday. Starting rate: $32.80hr/Regular - $33.00hr/after probation.

Posting may be closed early if enough qualified applicants apply.

Qualifications:

· High School diploma; business degree preferred with emphasis in accounting

· At least one-year experience in purchasing functions

· Working knowledge of District law, policies, procedures regarding purchasing functions.

· Knowledge of public-school accounting system.

· Ability to work independently in a task oriented, detail specific, and goal focused manner; self-motivated

· Outstanding organizational skills and ability to do different aspects of ongoing projects simultaneously.

· Superior time management skills; ability to prioritize work to complete projects under firm deadlines

· Poise and confidence in handling public contacts

· General 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 PennBid

· Good statistical/analytical skills; ability to use Excel efficiently.

· Proficiency in the use of technology for individual and purchasing process tasks, communication, and research

· Strong mathematical, verbal, and written communication skills

· Typing speed 50 WPM

. Tactfulness, patience, confidence and positive attitude.

Performance Responsibilities:

Regular attendance.
Receives, documents and processes purchase orders and changes.
Enters data necessary for the office
Ensures proper account numbers, vendors, vendor codes, bid items, quotes, and logging of confirming orders.
Generate and electronically disperse purchase orders and track status.
Provides guidance to employees involved in their department’s purchasing process, especially with the bid items and quotes; answer questions, resolves problems, corrects errors.
Contacts vendors relative to supply and equipment availability; follow up regarding late back orders and items missing or incorrect.
Mails out Alternative W-9 questionnaires to new vendors and files them when returned.
Maintain up-to-date mailing lists for bid categories, adding and deleting names according to performance and written requests.
Prepares bidding documents and quote requests.
Handles emergency purchases by promptly pursuing the request by telephone or e-mail.
Searches 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 transit.
Generate change orders when amount on order is invoiced at other than the authorized amount.
Prepares information for distribution about accepted new vendors, changed discounts, and proper purchase order procedures.
Helps maintain a visible audit trail of all purchasing transactions.
E-mail advertisement to newspapers for bids/RFP’s
Prepare, mail, receive and maintain files for Pennsylvania Tax Exempt Forms.
Research and type full descriptions of all bid items.
Assist in maintaining the co-operative purchasing files.
Collect and maintain current certificate of insurance for all bid vendors.
Train new District employees that are involved in the purchasing function.
Perform other tasks as requested by supervisor.

Purchasing Assistant