Essential Functions
Assists external auditors in providing requested information (e.g. purchasing procedures, contracts, purchase orders, requisitions, etc.) for the purpose of providing information and general support.
Authorizes purchase orders, contracts, bids, etc. for the purpose of ensuring vendor and construction contractors compliance with regulatory requirements and established guidelines.
Collaborates with internal and external personnel (e.g. other administrators, auditors, public agencies, community members, vendors, construction management team, etc.) for the purpose of implementing and/or maintaining services and programs.
Compiles data from a wide variety of sources (e.g. RFPs, bids, invoices, purchase orders, etc.) for the purpose of analyzing issues, ensuring compliance with a variety of policies and procedures, and/or monitoring program components.
Conducts research and participates in learning best practices (especially pertaining to department /site) for the purpose of ensuring a high-functioning department with high-quality workforce.
Evaluates requisitions, RFPs, change orders, etc. used in the acquisition of supplies, equipment, and/or services for the purpose of ensuring compliance with bid and/or order documentation and proper use of district funds. Researches and verifies all proposed change orders.
Facilitates meetings, workshops, seminars, etc. for the purpose of identifying issues, developing recommendations, supporting other staff, and serving as a District representative.
Identifies program needs for the purpose of for the purpose of providing recommendations that will enhance the assigned program.
Works with the construction management team to initiate bidding process (e.g. prepare specifications, evaluate bids, recommend vendors, etc.) for the purpose of securing items and/or services within budget and in compliance with regulatory requirements.
Maintains a variety of manual and electronic files and records (e.g. vendor, contract, construction, purchase orders, etc.) for the purpose of documenting activities, providing reliable information, and/or complying with regulatory requirements and established guidelines.
Monitors budget allocations, expenditures, fund balances, and related financial activities for the purpose of ensuring that allocations are accurate, revenues are recorded, expenses are within budget limits, and/or fiscal practices are followed.
Performs personnel functions (e.g. interviewing, evaluating, supervising, etc.) for the purpose of maintaining adequate staffing, enhancing productivity of personnel, and achieving objectives within budget.
Prepares a wide variety of often complex materials (e.g. purchase orders, requisitions, change notices, bids, Board reports, budgets, analyses, recommendations, procedures, etc.) for the purpose of documenting activities and issues, meeting compliance requirements, providing audit references, making presentations, and/or providing supporting materials for requested actions.
Presents information on a variety of topics related to administrative responsibilities (e.g. financial information, overviews of programs/services, policies and procedures, etc.) for the purpose of providing information, gaining feedback, training others, implementing actions, and/or ensuring adherence to established internal controls.
Recommends policies, procedures, and/or actions for the purpose of providing direction for meeting the District's goals and objectives.
Responds to inquiries from a variety of internal and external sources (e.g. administrators, teachers, staff, students, community, vendors, etc.) for the purpose of resolving problems, providing information or direction, and/or referring to appropriate personnel.
Maintain regular communication with the construction management team to ensure adherence to required purchasing guidelines.
Ensures that all bond projects and construction projects funded through the State and Federal programs adhere to all mandatory purchasing guidelines.
Marginal Functions
Performs other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the work unit.
SKILLS are required to perform multiple, technical tasks with a need to occasionally upgrade skills in order to meet changing job conditions. Specific skill based competencies required to satisfactorily perform the functions of the job include: applying federal, state and District policies and regulations; operating standard office equipment; preparing and maintaining accurate records; and utilizing pertinent software applications.
KNOWLEDGE is required to perform algebra and/or geometry; read technical information, compose a variety of documents, and/or facilitate group discussions; and analyze situations to define issues and draw conclusions. Specific knowledge based competencies required to satisfactorily perform the functions of the job include: accounting/bookkeeping principles; products and materials used in a school setting; pertinent codes, policies, regulations and/or laws; value analysis; and quantity buying techniques.
ABILITY is required to schedule activities, meetings, and/or events; often gather, collate, and/or classify data; and consider a number of factors when using equipment. Flexibility is required to independently work with others in a wide variety of circumstances; work with data utilizing defined and similar processes; and operate equipment using standardized methods. Ability is also required to work with a significant diversity of individuals and/or groups; work with data of widely varied types and/or purposes; and utilize a variety of job-related equipment. Independent problem solving is required to analyze issues and create action plans. Problem solving with data frequently requires independent interpretation of guidelines; and problem solving with equipment is moderate to significant. Specific ability based competencies required to satisfactorily perform the functions of the job include: communicating with diverse groups; adhering to State and Federal purchasing guidelines; maintaining confidentiality; and working with detailed information/data.
Responsibility
Responsibilities include: working under limited supervision using standardized practices and/or methods; directing other persons within a small work unit; supervising the use of funds. Utilization of significant resources from other work units is routinely required to perform the job's functions. There is a continual opportunity to impact the organization's services.
Work Environment
The usual and customary methods of performing the job's functions require the following physical demands: occasional lifting, carrying, pushing, and/or pulling, some stooping, kneeling, crouching, and/or crawling and significant fine finger dexterity. Generally, the job requires 50% sitting, 25% walking, and 25% standing. The job is performed in a clean atmosphere.
