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.