Hawkins County Schools

Purchasing Clerk

Reports To:

Finance Director

Director of Schools

Qualifications:

• Minimum High School Diploma
• Computer Skills

Purpose Statement:

To generate Purchase Orders from Requisitions using expenditure of per-pupil allocation for the acquisition of supplies, instructional materials, and instructional equipment utilizing GP or Federal funds. To generate Purchase Orders from Requisitions for all departments within the Central Office.

Essential Duties & Responsibilities:

• Perform the various duties of a Central Office Accountant
• Receive Purchase Requisitions from schools and all departments within Central Office
• Monitor requisitions to determine correctness of information, (ie. Vendor name & address, price extensions, fund availability, fund account numbers, etc.)
• Generate Purchase Orders from Requisitions received
• Send Requisitions for approval from Director of Schools and Mayor
• Place orders once you receive approved Purchase Orders or send PO’s to appropriate department to place orders
• Contact vendors regarding problems pertaining to purchases as needed
• Check invoices against purchase order to insure items ordered and items invoiced match
• Keep records of purchase history and payment history up to date
• Provide answers to school personnel regarding materials allowed to be ordered.
• Provide answers to school personnel regarding school accounts
• Assist schools and other departments in location needs and securing special items.
• Maintain a complete record of approved for payment purchase orders and amounts paid
• Develop and maintain a complete and systematic set of records, certain financial transactions of school general-purpose funds
• Develop and maintain a complete and systematic set of Excel records for Title II-A and Title IV funds.
• Secure quotes from Vendors as requested from Supervisors
• Filing as needed
• Other duties as assigned by Finance Director or Director of Schools

Capacity and Ability Requirements:

The usual job demands require the following physical requirements: some lifting, carrying, pushing, pulling, stooping, kneeling, and physical dexterity.

Terms of Employment:

Salary and benefits shall be paid consistent with the district’s approved compensation plan. The length of the work year and hours of employment shall be those established by the District.

Evaluation:

Performance of this job will be evaluated in accordance with the provisions of the Hawkins County School Board’s policy on evaluation of personnel.