ABOUT THE JOB: Under general supervision, performs specialized purchasing related clerical duties which are complex in nature and involve a high degree of independent judgment. Interprets and applies purchasing department administrative policies; performs related work as required.

BASIC FUNCTION: Assists with assembling bid packets; assists in preparing specifications for bids and quotations; monitors weekly purchase orders to determine if reporting to the Department of Industrial Relations (DIR) is required; coordinates with other departments to obtain missing or incorrect information required for DIR reporting; accesses DIR website to input vendor and contract information within prescribed deadlines; contacts vendors to obtain information such as current pricing, delivery timelines and availability; expedites delivery by resolving problems with vendors; contacts vendors, schools, offices, etc., to clarify information relating to purchases; coordinates and channels inquiries to appropriate persons; explains purchasing policies and procedures and provides information according to established guidelines; resolves issues as appropriate; prepares and maintains a variety of records, logs and files related to purchasing activities; compiles data for inclusion in reports; prepares and revises vendor lists, files and records; composes correspondence independently or from oral instructions; types letters, contracts, records, requisitions and other materials from straight copy, rough drafts or oral instructions; reviews, proofreads and verifies accuracy of documents; requests receivers from sites/departments per accounts payables; sorts, files, and maintains copies of purchase orders; distributes daily purchase order batches; processes orders and schedules payments to vendors using a computerized system; audits invoices for payment and correspondence from vendors; scans purchase orders, purchase requests, and W-9's; opens and distributes mail; and performs related purchasing duties as assigned.

v  Complete Job Description available at www.ggusd.us under Employment/Classified Job Opportunities/Job Descriptions

EMPLOYMENT STANDARDS 

Education and Experience: Any combination equivalent to graduation from high school and three years of progressively responsible clerical experience equivalent to full-time work. One year must include responsibility for a purchasing related clerical function. Part-time work experience will be considered and adjusted appropriately. Any other combination of training and experience which would likely provide the required skills, knowledge and abilities may be considered.

A SUCCESSFUL CANDIDATE REQUIRES THE FOLLOWING….

Knowledge of: District policies, rules, and practices pertaining to the purchase of materials, supplies, and equipment; governmental codes and purchasing practices; current office practices, procedures, equipment, and filing systems; and assigned computer software programs.

Ability to: Plan and conduct clerical functions requiring accountability and accurate controls; make decisions in accordance with laws, ordinances, regulations, and established procedures; understand and carry out written and oral instructions; communicate tactfully and courteously, both orally and in writing, with the public, vendors, and administrators; establish and maintain satisfactory working relationships with subordinates, co-workers, supervisors, vendors, administrators, the public, and other agencies; read and interpret complex materials; learn and use assigned computer programs;  utilize the internet to locate vendors and products; compile, assemble, verify and prepare data for records and reports; meet schedules and timelines; compose correspondence and written materials independently; make accurate mathematical purchasing calculations; and operate required office equipment such as calculator, computer, and scanner.

The Garden Grove Unified School District prohibits discrimination, harassment, intimidation and bullying in educational programs, activities, or employment on the basis of actual or perceived ancestry, age, color, disability, gender, gender identity, gender expression, nationality, race or ethnicity, religion, sex, sexual orientation, parental, pregnancy, family, or marital status, military status or association with a person or a group with one or more of these actual or perceived characteristics