Purchasing and Accounts Payable Specialist

$44,765 - $61,410/Yr

Dallas Independent School District - Fort Worth, TX

Full-time - Entry Level

Fort Worth, TX

Educational Services

About the position

The Purchasing and Accounts Payable Specialist at Lake Dallas Independent School is responsible for managing the purchasing and accounts payable activities within the district. This role involves implementing purchasing procedures to process bids and purchase orders while ensuring compliance with applicable state laws and regulations. The specialist will assist in the procurement of materials and equipment for the district through various methods, including competitive bids, sealed proposals, and informal quotations, adhering to established district criteria and state purchasing rules. In addition to purchasing responsibilities, the specialist will handle accounts payable tasks, which include processing invoices, purchase orders, and vendor communications. The role requires effective collaboration with district personnel to determine purchasing specifications, sources, availability, pricing, shipping, and receiving. The specialist will also compile, maintain, and file all necessary reports and records, ensuring that all documentation is auditable and compliant with regulations. The position demands a high level of accuracy and efficiency in handling numbers and requires proficiency in using personal computers and software for developing spreadsheets and databases. The specialist will also be expected to maintain a vendor database and monitor purchase requisitions for correctness. This role is crucial in supporting the financial operations of the district and ensuring that all purchasing activities are conducted in a transparent and compliant manner.

Responsibilities

• Assist with the purchase of materials and equipment for the district by competitive bids, competitive sealed proposals, requests for proposals, government catalog contract purchases, informal quotations, and negotiations following established district criteria and state purchasing rules.
• Assist with the preparation of all bidding documents, including notice and instructions to bidders, specifications, and form of proposal.
• Obtain and study comparative prices and make purchasing decisions based on information obtained.
• Develop and maintain vendor database and bidder information.
• Monitor all purchase requisitions to determine correctness of information, calculations, and coding.
• Assist with the process of invoices, purchase orders, and vendor communications.
• Contact district personnel and vendors to correct or obtain information regarding invoices.
• Review invoices, including computing discounts and coding them appropriately.
• Work cooperatively with district personnel to determine purchasing specifications, sources, availability, pricing, shipping, and receiving.
• Compile, maintain, and file all physical and computerized reports, records, and other documents required, including auditable records.

Requirements

• Bachelor's degree in accounting or finance-related field preferred.
• Three years experience in the procurement and accounts payable field.
• Knowledge of federal rules and regulations regarding school district procurement.
• Knowledge of accounting principles and competitive bidding statutes.
• Effective communication and interpersonal skills.
• Proficiency in keyboarding and file maintenance.
• Ability to work with numbers in an accurate and rapid manner.
• Ability to use personal computer and software to develop spreadsheets, databases, and perform word processing.
• Experience with Skyward software.